PCN Operations Lead

NHS; Harlow; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading healthcare organization in the UK is seeking a motivated PCN Operations Lead to manage operations and support the delivery of high-quality primary care. The role involves HR management, operational administration, and financial management, collaborating closely with GP teams to enhance patient care. Candidates should have experience in primary care settings and knowledge of NHS standards. This is a full-time position requiring effective communication and management skills.

Qualifications

• Experience in HR and knowledge of current employment legislation.
• Knowledge of general practice processes and procedures.
• Experience managing staff recruitment in NHS.

Responsibilities

• Manage PCN strategy implementation and operational administration.
• Support financial management and HR compliance.
• Foster relationships with community and stakeholders.

Skills

Project implementation

Operational administration

HR management

Financial management

Strong interpersonal skills

Complaint handling

Education

GCSE grade A to C in English and Maths

NVQ level 2 in Health and Social Care

Tools

Xero accounting system

SystmOne Patient management system

Microsoft Office suite

Job description

Harlow South Primary Care Network (PCN) have anopportunity for a PCN Operations Lead to join our team. This is a permanentrole in the PCN with Full time hours (37.5 hours per week).

We are looking for a candidate who has experiencein Primary Care, preferably in a PCN setting, with operational knowledge and adeep commitment to supporting the delivery of excellent patient care while. Thecandidate should understand the nature of the local NHS Primary and Secondarycare and ICB organisational frameworks.

The successful candidate will be part of, andmanage, a growing team who are working alongside our GP colleagues to createnew and innovative healthcare delivery pathways. They will be responsible forthe successful delivery of current projects, and from that success support thecreation of new opportunities.

Further details of the candidate requirements arebelow.

Main duties of the job

The PCN Operations Lead reports to the Clinical Director andPCN Manager, supporting them and the whole service, to ensure delivery ofhigh-quality primary health care within the PCN.

The role is a dynamic, no two days are the same!

The Operations Lead will have responsibility for PCNStrategy Implementation with a focus on Project implementation, Finance,Compliance, Operational administration and patient services delivery. They willsupport the PCN business plan, delivering support to change managementinitiatives.

They will have HR management responsibility for the PCNteam, including recruitment process for PCN employees, ensuring HR compliance.

They will support the PCN Manager with financial management,project reporting for external commissioners and will manage the PCN Ltdaccounts including liaison with payroll providers.

They will maintain PCN policies aligned with practices,ensuring all good governance and compliance requirements are met.

They will communicate effectively and will supportimprovements to patient and community engagement. They will fosterrelationships with staff, practices, community, VSO and other organisations. Withthe NHS Left Shift there is an essential focus on liaison with IntegratedNeighbourhood Teams. They will take ownership for resolution of complaintsreceived in the PCN.

They will manage the PCN Estate and stocks

The PCN Operations Lead will take responsibility forappropriate Health and Safety compliance in the PCN Suite.

About us

Harlow South Primary Care Network is a friendly, supportive, and enthusiastic PCN. We are a growing team of clinical and non-clinical colleagues providing services to over 40,000 patients. The PCN offices are based in a new purpose-built Health Centre in Harlow. We have a committed Clinical Director and a passionate PCN Manager, and a strong, welcoming team in the PCN.

GP practices are grouping together and working closely in what are called primary care networks (PCNs) and we are committed to providing traditional family orientated services, working together in the NHS to deliver better patient care on behalf of our 3 GP practices: Lister Medical Centre (based at Lister House, Staple Tye), The Hamilton Practice, and The Ross Practice (based at Keats House, Bush Fair).

We use the SystmOne clinical system, as well as NHS managed Microsoft Office. We deliver out of hours planned clinics for our practices, and work on projects to enhance patient care.

The Practices benefit from easy access to M11/M25, are close to London and Stansted and the attractive Essex and Hertfordshire countryside. Informal visits or contact prior to the interview process are welcome.

Job responsibilities

Job Summary: To support the PCN Manager andClinical Director to ensure the PCN team can deliver high-quality primaryhealth care within the Primary Care Network

PCN Strategy and Implementation

• Support the PCN Manager to ensure the smoothrunning of the PCN with a strategic focus on Project implementation, Finance& Compliance, Operational administration and patient services delivery.
• To support the delivery of the PCN business plan.
• Offering operational and admin support to newprojects, processes or change management initiatives. (for example: EnhancedAccess Clinics; COVID and vaccination delivery; Housebound visit management;Project aligned PCN based clinics)
• Engage and support with collaborative workingacross the PCN team, liaison with Practices to ensure PCN delivery is in linewith practices strategic goals and clinical delivery needs.
• Manage PCN delivery of Enhanced Access provision,working with the PCN Manager to ensure targets and financial budgets are met.
• Strategic & Financial Planning andCoordination of PCN based Time to Learn events, to implement identifiedlearning goals for practice and PCN wide events.
• Ensure PGDs for all vaccinations are maintainedand in date
• Compiling Weekly, Monthly, Quarterly and Annualmonitoring reports to aid achievement against contracted PCN targets. Ensuringthese are created and updated as necessary in line with current contractualobligations.
• Manage Minutes for meetings (for example: PCNBoard. ICB etc.)- ensuring they are completed in a timely fashion andshared/stored correctly.

People and HR

• Line management responsibility for PCN team.
• Management of recruitment and employment processfor all PCN & ARRS employees. Managing the efficient onboarding of new PCNand ARRS employees.
• Complete workforce submission templates asnecessary (NWRS).
• Managing the HR function (using TeamNet) forexample: Absence management; Overtime; sick leave. Managing PCN and ARRS staffleave and absences to ensure continued delivery of service.
• Support staff in organising any identifiedtraining needs.
• Organise ARRS and PCN staff reviews andappraisals, managed using TeamNet, ensure managers aware of dates ofappraisals.
• Arrange meetings and hold diaries for ClinicalDirector.
• Support for Trainee placements in PCN andPractices, coordination with practices.
• Management of Bluestream Mandatory training forall PCN Staff, ensuring completion and compliance.
• Managing Return to Work meetings following sickleave
• Support the PCN manager to navigate and manage HRevents or concerns
• Liaison with Bright HR as required for HR advice

Finance and Governance

• Support the PCN Manager with the financialmanagement of the PCN. Including management of the PCN Ltd accounts
• Act as liaison with the Lead Practice FinanceAssistant and Practice Manager.
• Financial support for PCN and practices regardingTrainee placements in PCN and Practices, coordination with practices
• Payroll Management for PCN Ltd including managingdeductions for unpaid leave and sick leave in line with contractual agreements,liaison with Iris payroll providers and answering queries.
• Managing NHS Pensions for PCN employees
• Compiling financial claims ready for submission asset out in PCN contracts.
• Prepare Bills for payment using Xero Software,Cross checking against expected expenses.
• Making payments for approved expenses, withappropriate remittances
• Ensure income is identified and recorded againstcorrect funding streams.
• Ensure expected income is invoiced (roomfacilitation, projects etc).
• Coding and reconciliation for all Revenue andExpenditure in the Xero system for the PCN and PCN Ltd accounts.
• Working with Accountants and resolving anyaccounting queries
• Maintain policies and procedures on TeamNet,aligned with PCN practices, ensuring all good governance and compliancerequirements are met. Ensuring owners update these in good time.
• Support the PCN Manager with financial reportingand project reporting for external commissioners

Communications and engagement

• Communicate effectively with PCN staff and PCNpractices within the PCN
• Support PCN to improve patient and communityawareness and increase engagement.
• Engage with and support relationships withcommunity. VSO and other external organisations (for example: PCN Screens;Coordinating visits to practices; TTL attendance; Project support)
• Management of room bookings and room allocation inPCN clinics
• Support the PCN Manager with project deliveryreporting for external commissioners
• Swift management and resolution of complaintsreceived in the PCN in line with polices and with support from PCN Manager
• Liaison with Stakeholders in IntegratedNeighbourhood Team Leadership as required for operational & financialelements of INT projects.
• Engage with and support relationships withappropriate stakeholders to support the financial viability and good governanceof the PCN.
• Day to Day management of PCN suite including dailychecks (eg Fridge Monitoring, Room cleaning)
• Manage Stock for PCN to ensure smooth, efficientand cost-effective running of the unit.
• Be responsible for all stock, stationary andmedical consumables orders.
• Be responsible for all vaccine orders.
• Ensure cleaning is carried out effectively,including regular audits.
• Report any repairs to Landlord or organise withoutside contractors.
• Liaison with Landlord regarding rent or otherfinancial matters.
• Facilitate the booking of clinical rooms bothinternally and with external organisations. Management of room bookings androom allocation in PCN clinics
• Ensure expected income is invoiced for roomfacilitation and support the booking of clinical rooms with externalorganisations.
• Act as first point of call for any user enquiries
• Responsibility for appropriate Waste Management
• Manage Shredding and confidential waste managementcompliance

Health & Safety

• Responsibility for appropriate Health and SafetyManagement and compliance within the PCN Suite
• Liaison with BrightSafe as required for Health& Safety advice

*The above are not an exhaustive list of duties orresponsibilities associated with the role and you may be assigned other dutiesby the PCN Clinical Director, PCN Manager and PCN Board to meet the businessobjectives.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths
• Experience in HR as well as an up to date knowledge of current employment legislation, premises management, IT and complaint handling;
• Qualified to NVQ level 2 in Health and Social Care

Communications and engagement

• Strong interpersonal and organisation / multi-tasking skills.
• Evidence of effective communication with internal and externals stakeholders, including service users and commissioners.
• Experience of complaint handling.

Experience

• Knowledge of general practice processes and procedures.
• Experience of working in a GP practice.
• Experience working with confidential and sensitive data.
• Ability to work to tight deadlines.
• Experience of working in an ever-evolving environment, with an ability to cope with regular change.
• Ability to use initiative and judgement.
• Forward thinking with a solutions focused approach.

IT Skills

• Knowledge of Xero accounting system
• Knowledge of SystmOne Patient management system
• Expert knowledge of Microsoft Office suite
• Prior knowledge of TeamNet at a management level
• GDPR compliance knowledge
• Experience working with confidential and sensitive data

People and HR

• Previous Line management responsibility
• Knowledge of PCN ARRS contracts
• Experience in HR as well as an up to date knowledge of current employment legislation
• Knowledge of Equality and Diversity standards
• Working knowledge of TeamNet
• Experience Supporting staff training needs and mandatory training
• Experience managing reviews and appraisals,
• Experience managing staff recruitment in NHS
• Knowledge of Health and Safety legislation and compliance
• Experience in premises management
• Cold chain trained and vaccine management knowledge
• Knowledge of IPC including Waste Management.
• Ability to work autonomously and to identify and act on challenges and risk
• Proposing updates to the Health & Security Policy, Health & Safety Manual, and Infection Control policy and published procedures

Finance and Governance

• Use of Xero accounting software (including coding and reconciliation)
• Knowledge of PCN contracts (ARRS; IIF; CAP; CAIP; CHP; WAF; ICB; PCSE)
• Experience managing payroll and NHS pensions
• Knowledge of CQC compliance and good governance
• Experience of working to NHS targets.

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.

Depending on experience£15.00 - £18.00 depending on experience