Management Assistant

NHS; Ponteland; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Ponteland seeks a Management Assistant to provide administrative support to the Clinical Director and Business Manager. The role involves coordinating meetings, managing staff recruitment, and maintaining effective operations for a large Primary Care Network serving around 67,000 patients. Candidates should have strong attention to detail, the ability to work collaboratively, and experience in Primary Care is preferred. This role is key in ensuring patient needs are met through effective administrative support.

Qualifications

• Experience in a collaborative working environment.
• Ability to adapt and be flexible in a dynamic role.
• Understanding of patient confidentiality and information governance.
• Previous experience in Primary Care is preferred.

Responsibilities

• Support the Management Team with planning and coordination of meetings.
• Manage staff recruitment and induction processes.
• Administer the complaints process and provide support to management.
• Oversee room bookings and monitor PCN services.
• Assist with data collation for ICB submissions.

Skills

Collaborative working style

Attention to detail

Computer literacy

Excellent spoken and written English

Ability to prioritise workload

Problem-solving skills

Discretion with confidential information

Tools

Microsoft Office

Job description

An exciting opportunity has arisen to join our large and thriving Primary Care Network in beautiful West Northumberland, as Management Assistant, providing administrative support to the Clinical Director and Business Manager.

Covering a large rural area of West Northumberland, we are passionate about delivering exceptional care to our patients, and nurturing and supporting our staff who all contribute to patient care.

The successful candidate will support the PCN, ensuring efficient daily operations, servicing c. 67,000 patients.

Main duties of the job

The main duties of the role include

• Being a key part of the central Primary Care Network (PCN)structure and to play a vital role in ensuring the PCN meets its objectives effectivelyand efficiently.
• To work collaboratively, supporting the Clinical Director and theBusiness Manager to ultimately meet the healthcare needs of the patientpopulation.
• To assist in the continuation of building and maintaining keyrelationships with external partners and stakeholders in healthcare, socialcare, voluntary sector and patient groups.
• To support the management team with operational groups andprojects, facilitating and supporting collaboration and the integration ofclinicians, services and operating procedures.

About us

WestNorthumberland PCN consists of 10 member practices and 2 non-member practicesacross rural Northumberland, providing care and services for around 67,000patients.

The PCN team comprises of the Business Manager and the Clinical Director, a small but highly effective team, providing and looking after around 40 ARRS staff on behalf of the practices.

Job responsibilities

Provide support to the Management Team, including (but not exclusively)

• Together with the management team participate in the planning, implementation and co-ordination of meetings, in-house training and educational events, inductions and external activities.
• Attend meetings, prepare agendas and minutes and distribute accordingly.
• Help co-ordinate all aspects of staff recruitment, including advertising, staff set up and induction.
• Be responsible for managing the ARRS staff in several aspects of HR, including policies and procedures, holidays and sickness
• Undertake ad-hoc project work as the need arises
• Arrange all paperwork and all that is required for staff appraisals
• Update Social Media
• Provide support to the Clinical Director and the Business Manager in administering the complaints process in a timely manner
• Arrange and co-ordinate meetings for the patient participation group, take and circulate minutes, and action as required
• Oversee services provided by the PCN as directed, ensuring stock levels are maintained as appropriate (e.g. Spirometry)
• Co-ordinate and arrange all training requirements for the ARRS staff
• Collating data from practices for submission to the ICB
• Monitor and allocate PCN room bookings
• Liaise with Lead/ARRS Roles to ensure Ops Meetings are arranged and attended
• Present up to date reports at steering group meetings and minute discussions as required
• Provide administrative support during annual flu/Covid campaign if required to do so
• Act as point of contact person to manage all IT issues for ARRS staff
• Mileage claims

This description is not exhaustive and may change with agreement of the Clinical Director and Business Manager. One of the key factors to this role is the ability to adapt and be flexible.

Person Specification

Experience

• - A highly collaborative working style
• - Team player
• - Excellent attention to detail
• - Computer literacy and experience of Microsoft
• - Excellent command of spoken and written English language
• - Literate and numerate to a high standard
• - Ability to prioritise a varied workload and adhere to strict deadlines
• - Ability to problem solve and use own initiative
• - Ability to work both independently and as part of a team
• - Ability to use discretion when dealing with confidential information
• - An understanding of patient confidentiality and information governance
• - Knowledge of medical terminology
• - Previous experience of working in Primary Care

Disclosure and Barring Service Check

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.