Job summary
We are seeking an enthusiastic, organised & proactive Deputy Practice Manager to join our friendly team on a maternity cover basis, commencing in early November 2026. This is an excellent opportunity for an experienced primary care administrator or deputy manager to take on a key operational role within a well-established & progressive GP practice.

Working closely alongside the Practice Manager, you will play an integral role in the day-to-day management of our busy 4-partner, 4-salaried GP practice, supported by a full multidisciplinary clinical team. This is a hands-on position requiring extensive knowledge of GP clinical systems, practice processes and the NHS e-Referral Service (e-RS). The successful candidate will be confident managing operational demands, overseeing administrative workflows, resolving day-to-day issues & ensuring the smooth & efficient running of practice services. You will be committed to maintaining high standards of patient care & service delivery while supporting the continued development of the practice.

The ideal candidate will have strong organisational & communication skills, experience working within general practice, and a thorough understanding of primary care systems & processes. The ability to work independently, prioritise effectively & adapt to the changing demands of a busy GP environment is essential.

The role is 30 hours per week, split across 4 days of 7.5 hour shifts. You will be required to work Monday, Wednesday, Thursday & Friday.

Main duties of the job

• Act as primary point of contact for staff queries regarding practice policies, procedures, systems, & day-to-day operations
• Provide guidance & support to clinical & administrative teams to ensure efficient service
• Support the Practice Manager in implementing practice policies, procedures, & service improvements
• Provide management cover & operational support in the absence of the Practice Manager
• Coordinate onboarding & offboarding processes for all staff, including system access, Smartcards, telephony, & relevant NHS platforms
• Coordinate Medical Student rotas & placements
• Assist with workforce planning & rota management across clinical teams
• Monitor mandatory training & e-learning compliance & follow up with staff where required
• Liaise with IT providers & internal teams regarding system access, functionality, & troubleshooting
• Support telephony systems, including X-on configuration, messaging updates, & issue resolution
• Ensure effective use of practice systems & support staff with technical queries
• Act as the Practice Privacy Officer, supporting compliance with data protection legislation & information governance requirements
• Coordinate housebound vaccination services & associated patient lists
• Support the delivery & administration of practice research projects
• Maintain & update practice website content to ensure information remains accurate.
• Record meeting minutes & ensure actions are appropriately documented & followed up

About us
We are a large training practice, serving a patient population of 13,000. We pride ourselves on the level of care we provide to our patients and staff.We use SystmOne clinical system, have a history of very good QOF achievement and CQC rating of Good across all domains.

We can offer the following benefits:

• Supportive and friendly environment
• Flexible working hours within the constraints of surgery opening hours and cover required
• Peer support
• 25 days holiday (pro rata)
• NHS pension
• Free on-site parking

Job responsibilities
The following are the core responsibilities of the Deputy Practice Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

Staff Support and Operational Management

• Act as a primary point of contact for staff queries regarding practice policies, procedures, systems, and day-to-day operations.
• Provide guidance and support to clinical and administrative teams to ensure efficient service delivery.
• Assist with admin recruitment, training, and ongoing development.
• Support the Practice Manager in implementing practice policies, procedures, and service improvements.
• Undertake a variety of ad hoc administrative and operational tasks to support practice management objectives.
• Provide management cover and operational support in the absence of the Practice Manager.
• Monitor the effectiveness of systems supporting referrals, correspondence and clinical administration.
• Ensure registration procedures and patient information processes are maintained.

Workforce and Personnel Administration

• Coordinate onboarding and offboarding processes for all staff, including system access, Smartcards, telephony, and relevant NHS platforms.
• Manage annual leave approvals for designated staff groups.
• Monitor mandatory training and e-learning compliance and follow up with staff where required.
• Coordinate Medical Student rotas and placements.
• Assist with workforce planning and rota management across clinical teams.
• Medical Secretary knowledge of eRS system and local referral pathways.

Information Technology and Systems Management

• Manage and coordinate staff access to clinical and administrative systems.
• Liaise with IT providers and internal teams regarding system access, functionality, and troubleshooting.
• Support telephony systems, including X-on configuration, messaging updates, and issue resolution.
• Maintain communication systems and oversee administration of Comms-Annex presets and messaging functions.
• Ensure effective use of practice systems and support staff with technical queries.
• Have good knowledge of the practice computer clinical system (SystmOne) and undertake training of staff as required
• Use the reporting system within SystmOne and carry out audits and other tasks as required.

Information Governance and Compliance

• Act as the Practice Privacy Officer, supporting compliance with data protection legislation and information governance requirements.
• Ensure records and documentation are maintained in accordance with NHS and practice requirements.
• Support compliance with CQC standards, NHS contractual requirements, and relevant legislation.
• Promote safe working practices and adherence to health and safety regulations.

Clinical Service and Appointment Management

• Manage and amend nursing appointment rotas to maximise capacity and service availability.
• Create, amend, and monitor appointment slot types according to service demand.
• Coordinate housebound vaccination services and associated patient lists.
• Assist in managing seasonal vaccination programmes, including flu and COVID-19 campaigns.

Research

• Support the delivery and administration of practice research projects.
• Arranging research study clinics
• Dealing with all enquiries from the study teams or patients
• Scheduling rotas and appointments.
• Assist in identifying eligible patient cohorts and coordinating research activities.

Communications and Patient Information

• Maintain and update practice website content to ensure information remains accurate and accessible.
• Support internal and external communications on behalf of the practice.
• Record meeting minutes and ensure actions are appropriately documented and followed up.

Information Technology and Systems

• Provide support and troubleshooting guidance for staff using clinical and administrative systems.
• Ensure staff are appropriately trained in practice software and procedures.
• Assist with the implementation of new systems and service developments.

General Duties

• Maintain confidentiality in line with GDPR, NHS guidelines, and practice policies.
• Participate in team meetings and contribute to continuous service improvement.
• Undertake any other duties appropriate to the role and grade as required by the Practice Manager.
• Demonstrate a commitment to equality, diversity, and inclusion.

Person Specification
Experience
Essential

• Significant experience within an NHS GP Practice environment.
• Experience supporting and advising multidisciplinary teams.
• Knowledge of primary care operational processes.
• Experience working with SystmOne, eRS referral system, ICE pathology system and clinical pathways.
• Knowledge of vaccination programme delivery and NHS contractual requirements.
• Excellent organisational and prioritisation skills
• Ability to manage confidential information appropriately.
• Excellent communication and interpersonal skills.
• Strong problem-solving abilities.
• Experience supporting and advising staff.
• Ability to manage competing priorities and work under pressure.
• IT systems administration and troubleshooting skills.
• Ability to work independently and use initiative.
• Competent in Microsoft Office and SystmOne clinical practice system.

Desirable

• Experience of rota coordination.
• Experience supporting research activity within primary care
• Knowledge of CQC standards and NHS contractual requirements.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.