The following are the core responsibilities of the Assistant Trainee 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. Working in conjunction with the Practice Manager: Key Responsibilities Recruitment & Onboarding Coordinate recruitment of receptionists and admin staff: from job advert to appointment. Work with the Practice Manager during selection and interviews.
Ensure comprehensive induction and initial training for new staff. Deliver parts of training directly and delegate appropriately. Staff Training & Development Plan and maintain ongoing training programmes using various tools (e.g. intranet, videos, modules).
Support the Reception Manager in designing and running regular training (e.g. customer care, policy updates). Promote continuous development and knowledge sharing. Create a learning environment across the administrative team.
Appraisal & Performance Monitoring Lead an annual appraisal process for administrative staff. Assist the Reception Manager in monitoring team and individual performance. Identify underperformance and support improvement strategies. Operational Support & Process Improvement Ensure administrative duties are performed in line with protocols.
Assist in the evaluation and redesign of inefficient processes. Contribute to forward planning of staff rotas and deployment. Provide cover for reception as needed during shortages. Help ensure smooth daily operations across admin and reception teams.
Customer Care & Patient Services Drive high standards of customer care across all patient interactions. Oversee training aimed at improving patient service quality. Support with handling and investigating patient complaints. Ensure communication with patients is professional, efficient, and aligned with the practice’s standards.
Patient Relations & Communication Manage the Patient Participation Group (PPG) and act as a liaison with patients. Help organize other clinical patient groups. Ensure all points of patient contact (phone, in person, online) reflect well on the practice. System & Target Monitoring Monitor workload streams to avoid backlogs and ensure smooth functioning.
Help meet clinical and administrative performance targets. Suggest improvements where systems are inefficient for patient service. Develop strong IT skills (e.g. EMIS Web, patient registration, referrals, pathology systems).
Team Culture & Collaboration Help foster a positive, cooperative, and productive workplace culture. Collaborate regularly with the Practice Manager and Reception Manager to optimize staff planning and operations. Secondary responsibilities In addition to the primary responsibilities, the Assistant Trainee Manager will receive training to: Deputise for the Practice Manager during periods of absence Deputise for the Practice PA and produce meeting agendas and record the minutes of meetings in con Support the practice manager in the maintenance of the practice website Monitor and promote the use of the Friends and Family Test Schedule and take minutes for the Patient Participation Group meeting

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