Vacancy: Assistant Practice Manager 

• Cedar Brook Practice
• Hours: Full Time
• Closing Date: 30th November 2026
• Reports To: Practice Manager and GP Partners

An exciting opportunity has arisen to appoint a new Assistant Practice Manager to join our friendly team of 4 Partners and 2 salaried doctors in a training practice located in Hayes, which has its own premises and gated car park. We are looking for a conscientious and experienced candidate with previous General Practice leadership experience who can support the Practice Manager with HR management, complaints and with any other duties as appropriate.

The successful candidate will have experience of leading and managing IT within a General Practice and should be confident and highly competent in the use of EMIS Web, including advanced EMIS functions. The candidate will be expected to provide leadership and support to staff in relation to the clinical system, data quality, IT processes and the effective use of practice systems.

The Practice is within easy reach of the A40 and M4 in West London. Our Practice is dynamic and forward thinking with a multidisciplinary team onsite. The Practice list size is 10,500, has a Good CQC rating, uses EMIS Web and Docman10 and has a high QOF achievement.

Job Summary

To support the Practice Manager in carrying out day-to-day activity and to provide an element of cover and source of advice in the event of practice manager absence. The post holder will work closely with, and under the direction of, the Practice Manager and Partners to improve standards across a wide range of clinical and administrative activity.

We are initially looking for an experienced individual who has demonstrated leadership experience within General Practice, including experience of leading IT and clinical systems within a practice. The successful candidate should be confident in advanced EMIS Web and able to provide advice, guidance and support to colleagues in the effective use of EMIS and other practice IT systems.

Main Duties

• HR Management – staff annual appraisal .
• Data protection – to support the Practice Manager with ensuring all relevant policies and procedures are in place and are kept up to date.
• Staff training – to support the Practice Manager with organising mandatory staff training and ensuring up-to-date records are kept.
• To provide leadership to the Reception and administrative support teams, continuously developing and implementing efficient processes that optimise staff workflow and patient pathways.
• Support and assist the Practice Manager with any other duties as appropriate.
• Ensure the smooth operation of the clinical and non-clinical information and data management systems within the practice.
• Ensure smooth running of facility infrastructure within the practice, maintaining regular service and maintenance and updating scheduling.
• To be responsible for the production of information on performance and quality standards within the practice.
• To manage data quality issues, providing advice and guidance to all practice staff in the use of the clinical system.
• To analyse and interpret data and assist with planning and monitoring work undertaken in relation to Directed, National and Local Enhanced Services and the Quality & Outcomes Framework, taking appropriate action to ensure that all targets are achieved and accurate claims are returned to the reporting body.
• To act as Practice Administrator for the clinical IT systems and telephony and as Practice Co-ordinator for IT hardware issues.
• To provide leadership in relation to the practice IT systems, ensuring effective use of EMIS Web and supporting staff with advanced EMIS functions and data quality.
• To lead on IT-related processes within the practice, liaising with relevant IT providers and supporting the Practice Manager and GP Partners with the ongoing development of practice IT systems.
• To set targets and monitor standards for data entry and data collection undertaken by the administration team and Data Quality & IT Assistant.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health & Safety Policy, to include:

• Using personal security systems within the workplace according to Practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Reporting potential risks identified.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
• Work effectively with individuals in other agencies to meet patients' needs.
• Effectively manage own time, workload and resources.

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise people’s needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services

The post-holder will:

• Apply Practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

This job description is intended as a guide and may be subject to review and amendment following consultation with the post holder in light of developments within the practice.