Applications are invited for the post of Assistant Practice Manager
37 hours per week (Note that Mon-Fri working is required)
Salary: Competitive salary ~ dependent on qualifications & experience
Closing date: 01 September 2026
Interviews will take place on Thursday 10th September 2026
Leith Links Medical Group is a newly established Partnership, more recently operating as a 2C practice, in the NE area of Edinburgh. We are a friendly and busy GP Practice with a reputation for excellent person-centered care and collaborative working.
Consisting of 7,000 patients circa, working in the North East area of Edinburgh, Leith Links Medical Group is within easy commute from the centre of Edinburgh and is within easy reach of The Borders, Glasgow, Fife and surrounding areas with good road and rail links providing easy access to the Practice and its many local amenities.
We are a 6 GP Partnership, supported by 1 Salaried GP, 2 ANPs, 2 Practice Nurses, a Specialist Practitioner and an experienced administrative team. This is a paperlite and Vision/Docman practice.
Due to retirement, we are delighted to advertise for the position of Assistant Practice Manager. We are looking for someone to work between the hours of 7.30am-6pm Monday to Friday, contracted hours will be agreed with the successful candidate. We also require flexibility to cover administrative staff absences including unexpected, short notice sickness.
We are looking for someone who is enthusiastic, forward thinking, highly motivated, that will fit well into our team and will work hard to provide an excellent efficient and informed administrative service to our patients and medical team. This is a developing role which will be exciting, varied and fast paced.
We are looking for someone who is keen to develop this role further.
Previous General Practice is preferred.
Please apply by submitting your CV and covering letter by email
[email protected]
Closing date for applications is
General contact and informal enquiries to Kirsty Wyllie, Practice Manager – 0131 554 1036
Job Description for post of Asst Practice Manager
Main purpose of post:
To form an integral part of the Practice team and contribute to the administration daily routine.
Ensuring the administrative and reception duties are covered, helping where necessary. More specifically the role shall include various supervisory and administrative tasks, and the day-to-day supervision of the reception area and team, to enable the smooth running of the Practice and ensure that patient needs are met.
A significant element of this position involves dealing with the public and staff and a professional and effective approach is essential. You should be able to demonstrate excellent organisation skills, have good interpersonal relationships and be motivated and enthusiastic.
The role will require a close working relationship with the Practice Manager and HR Partners.
Responsible to: Practice Manager/HR Partner
The most challenging parts of this position are:
- Effective team supervision and coordination of admin staff and area
- Team building
- To maintain a high standard of performance, timekeeping and discipline of self & administration team and ability to challenge under-performance when required
- Proactive in management staff absence
The suitable candidate should possess:
- The ability to plan and prioritise admin workload of self and team
- The ability to meet deadlines whilst maintaining a high quality of work from self and staff
- Sound administrative and organisational experience
- Demonstrable experience of supervising staff within a GP practice environment, including day-to-day oversight of reception and administrative teams;
- Able to provide clear direction, support performance management processes, and lead by example to foster a positive, collaborative culture that prioritises patient care, service efficiency, and alignment with NHS and Practice standards.
- Ability to initiate and lead on change
- Ability to work under pressure
- High standard of IT literacy, proficiency and knowledge of systems used in general practice
Key duties:
- Monitoring and organising workload within the admin team.
- Coordinate and manage all admin staff annual leave requests
- Plan and coordinate to ensure adequate staffing levels at all times of admin from day to day and week to week through the use of rotas
- To provide a high quality, professional administrative service to patients, doctors, staff, colleagues, health service professionals and others.
- To act as the first point of contact for patients contacting the Practice and to portray the Practice in the highest possible professional basis.
- Provide on the job training for staff including taking an active role in the induction and training of new staff
- Ensure that practice procedures/protocols are strictly adhered to effectively and efficiently by staff
- Promote and support effective working relationships in the admin team
- Problem solving on a wide range of admin issues
- Participate in practice meetings – deliver and organise any changes made
- Contribute to selection and recruitment, training and appraisal of admin staff
- Identify and suggest processes and improvements to the Practice Manager.
- Identify training gaps and provide necessary corrective training for existing staff.
- Monitor availability of appointments and highlighting gaps where necessary to the Practice Manager.
Administrative and Clerical tasks
- Ability to undertake all reception & administration duties following protocols and procedures
- Complete all spreadsheets and forms required by the Practice Manager.
- Co-ordinate and attend reception meetings and record accurate minutes.
- With consultation from the Practice Manager, assist with setting-up the computerised appointment system and make any necessary changes throughout the month.
- Update the Practice website with new and useful information.
- Maintain asset register and organise the calibration of equipment e.g. sphygmomanometers and scales ensuring equipment, which does not pass calibration, is withdrawn from service and replaced.
- Assisting the Practice Manager with the completion of quarterly and annual returns, Health & Safety reports, implementation of Data Protection protocols and Fire Safety procedures as required.
- Any other delegated duties considered appropriate to the post
Requirements of the post
- An understanding, acceptance and adherence to the need for strict confidentiality and professionalism at all times.
- Excellent customer service skills
- Ability to use own judgement, resourcefulness and common sense to respond to’ enquiries and requests
- Excellent communication skills
- A positive and proactive attitude and flexible approach to work, patients and colleagues
- Ability to think “outside the box” and see the bigger picture
- Must be team orientated
- Proficient user of Microsoft Office Packages; including an understanding of email use and folders within the IT packages
- The ability to self-motivate, organise and prioritise workload for yourself and colleagues.
- Adherence of responsibilities regarding Health and Safety within the workplace.
Person Specification – Essential
- Team player as well as the ability to work on own initiative
- Ability to work within a given protocol but also able to make considered judgments where appropriate
- Ability to follow through on undertakings and ensure completion of task to overall satisfaction
- Knowledgeable of the NHS, specifically; Primary Care and the demands of direct patient contact
- Excellent Keyboard and IT Skills and experience in Microsoft business applications
- Respectful, courteous & professional manners and consideration towards patients and colleagues
- Experience of Vision & Docman
- Experience in creating and running searches for annual returns
- Clean and tidy Appearance
- Calm and resilient when under pressure
- Excellent communicator
- Excellent attention to detail
- Ability to demonstrate a commitment to continued professional development
Person Specification – Desirable
- Experience in formulating rotas
- Experience in training staff including induction
- Medical Terminology
Pay: £16.37-£17.80 per hour
Work Location: In person
