We are looking for a proactive, motivated and organised individual to join our practice management team as Assistant Practice Manager.
Our five GP Partners work alongside a dedicated team of staff to provide high-quality care to our patients. We are a well-regarded GP training practice serving a population of almost 14,000 patients in the semi-rural community of Great Baddow. We are also part of Chelmsford City Health Primary Care Network, which serves approximately 43,000 patients.
As our practice and workforce continue to grow, we are looking for someone who can help us maintain high standards of patient care, support our staff and strengthen the day-to-day operational management of the practice.
About the role
Working closely with the Practice Manager and GP Partners, the Assistant Practice Manager will play a key role in ensuring the smooth and effective running of the practice. You will provide leadership and support to our Reception Team Supervisor, Dispensary Team Supervisor and Administration Team Supervisor, as well as contributing to the wider management and development of the staff team.
This is a varied, hands-on role offering the opportunity to take ownership of key operational areas, improve processes and champion the effective use of technology across the practice.
Key responsibilities
Leadership and team development
• Provide day-to-day leadership, guidance and support to the Reception, Dispensary and Administration Team Supervisors.
• Support staff induction, onboarding and ongoing development, including maintaining the staff handbook and induction checklists.
• Monitor compliance with mandatory training requirements and support a positive, collaborative working environment.
Patient access and operational management
• Support the effective management of clinical rotas, appointment utilisation and patient access processes.
• Help optimise appointment systems and digital access tools, including online booking and relevant clinical software.
• Identify opportunities to improve workflows, streamline processes and enhance the patient experience.
IT and digital systems
• Support the effective use and management of practice IT systems and software, including Microsoft Teams, Teamnet, Ardens and SystmOne.
• Act as a key point of contact for IT-related issues, liaising with ICB IT services and other relevant providers as required.
• Champion the use of digital tools and solutions to improve efficiency and support the day-to-day management of the practice.
Complaints management and patient experience
• Coordinate complaints handling in line with primary care requirements and practice procedures.
• Maintain accurate complaints records, monitor compliance with relevant processes and support the preparation of responses.
• Contribute to the review of complaints and patient feedback to identify opportunities for service improvement.
Premises and facilities management
• Oversee day-to-day premises requirements, including room rotas, room audits and facilities issues.
• Coordinate equipment repairs, replacement and maintenance, including relevant servicing and calibration arrangements.
• Liaise with contractors and service providers to ensure that premises and equipment are safe, suitable and well maintained.
Governance, compliance and quality assurance
• Maintain and oversee the practice’s policies and procedures through Teamnet, ensuring documents are accessible, up to date and reviewed within required timescales.
• Support health and safety management, business continuity planning and wider regulatory compliance.
• Contribute to quality improvement initiatives and help maintain high standards of clinical and operational governance.
• Support CQC readiness through inspection preparation, evidence gathering and ongoing compliance monitoring.
Supporting the Practice Manager
• Provide management cover during the Practice Manager’s absence, as required.
• Attend relevant meetings and support the implementation of agreed actions and decisions.
• Undertake other appropriate management responsibilities to support the effective running of the practice.
About you
We are looking for someone who:
• Is proactive, well organised and able to manage competing priorities effectively.
• Is a confident communicator who can build positive working relationships across the practice team.
• Has experience of supervising staff or demonstrates clear leadership potential and the ability to support and motivate others.
• Has a strong aptitude for technology and is keen to champion the effective use of IT systems and digital solutions.
• Has experience or an interest in governance, compliance, quality assurance and service improvement.
• Ideally has experience of working in primary care or another healthcare setting and understands the importance of delivering safe, effective and patient-centred services.
• Takes a practical, solutions-focused approach and is confident identifying opportunities to improve systems and processes.
We recognise that candidates may bring different strengths and experience. We are particularly interested in someone with the enthusiasm, initiative and potential to grow into the role and make a positive contribution to the practice.
Why join us?
• Make a difference: Play an important role in supporting the delivery of high-quality patient care within an established, well-regarded GP training practice.
• Develop your leadership skills: Work closely with the Practice Manager and GP Partners while supporting and developing our team supervisors.
• Drive improvement: Help streamline processes, improve patient access and champion the use of digital tools and technology.
• Be part of a supportive team: Join a close-working practice team that is committed to continuous improvement and maintaining high standards of care.
• Shape the future: Contribute to the development of our services as our patient population and workforce continue to grow.
If you are an organised, forward-thinking individual who enjoys supporting people, improving systems and helping a healthcare team run effectively, we would welcome your application.