PCN Support Officer

Integrated Care System; Stoke-on-Trent; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in the UK seeks an Administrator to oversee key functions within the Primary Care Network (PCN). The role includes project planning, HR support, finance management, and communications. Candidates should have at least 3 years of relevant administrative experience, significant IT skills, and the ability to work well in a team. This full-time position offers a diverse range of responsibilities across multiple practices.

Qualifications

• At least 3 years experience of administrative duties in a busy office role.
• Experience of working with the NHS.
• Comfortable working to agreed objectives and duties.

Responsibilities

• Coordinate the PCN administrative requirements.
• Assist with planning and delivery of PCN projects.
• Manage the recruitment process of staff within the PCN.

Skills

Well organised with the ability to prioritise and multi-task

Good verbal communication skills

Good IT Skills in Microsoft Office

Ability to work as part of a team

Education

Educated to A level standard

GCSE pass in English and Maths - or equivalent

Tools

EMIS clinical system

Microsoft Office: Word, Excel, Outlook

Job description

The post-holder will work closely with the MDT, Business Manager and Practice Managers across the network, and will have oversight of some of the key administrative functions of the PCN.

The role will be based primarily at Biddulph Primary Care Centre but will involve spending some time at each of the five PCN practices. There may be the need to attend meetings off site from time to time.

Main duties of the job

AdministrativeSupport

Project planning and delivery

HR Support

Assistwith the induction of new staff

Finance support

Managing communicationss

About us

The Leek and Biddulph Primary Care Network comprises of 5 separate GP Practices working together to provide excellent patient care to a population of just over 50,000. The PCN Support Office will support the PCN Management Team and employed MDT team and provide a central source of Administrative and HR support.

Job responsibilities

AdministrativeSupport

Toco-ordinate the PCN Administrative requirements and having oversight of theAdministration Assistants workload

Providebasic IT support to the PCN team as required

Stocktake and tracking and logging of PCN assets

Ensureall ARRS Team EMIS Appointment books are accurate and set up appropriately onEMIS

Liaisewith the ARRS teams to ensure any changes in working patterns, annual leave,sickness etc are all reflected on EMIS

Manage and update cross organisationalcaseload appointment books on the shared clinical system

Anyother admin support for the PCN team as required

Assistwith the general day to day support of staff

Project planning and delivery

Assistwith planning and delivery of PCN projects, including but not limited toOrganisational development, DES and IIF related work and the COVID vaccinationprogramme

HR Support

To placejob adverts and manage the recruitment process of staff within the PCNincluding, organising shortlisting, interviews and processing job offers

Completethe pre-employment checks for all new staff ensuring that they meet allcriteria and escalating it when required

Ensuringthat there is a register of all staff and the statutory checks and records suchas certifications, professional registrations, DBS checks etc are all up todate

Assistwith the induction of new staff

Ensure that personnel records and teamnetrecords are kept up to date at all times

Perform new starter inductions includingregistering on clinical systems and all necessary software

Manage the process of recording sicknessabsence and annual leave

Ensure the PCN team Statutory and Mandatorytraining is up to date and recorded correctly

Produce the Payroll information monthly andwork with our payroll bureau to ensure all staff are paid correctly and ontime

Finance support

Be responsible for accurate and timely PCN ARRSreimbursement claims and invoicing on a monthly basis

Deputise for the Business Manager whenrequired to ensure invoices are paid, and PCN Finances are kept in order

Managing communications

Developand maintain good relationships with all stakeholders involved in the PCN

Managethe PCN Promotions ensuring that the Administration Assistant is putting onregular Facebook posts and that all other media including social media,newspapers and radio stations, staff, partner and public communications,including the PCN newsletter are updated regularly with key projects or newsitems from the PCN

Recordminutes and actions from monthly PCN Board meetings and Manager meetings

KeepPCN Board action tracker up to date and ensure that actions are completed in atimely manner.

Sendinvitations and agendas for Patient Locality Meetings.

Sendinvitations for PCN Care Home MDT meetings

OrganisePCN MDT team meetings and ensure actions are completed

Other

Ensurethat the health, safety and welfare of themselves and others affected by theiractions or omissions is considered at all times.

Ensurethat the confidentiality of all PCN materials, practice information and, whereapplicable, patient and staff identifiable information is dealt with inaccordance with PCN, practice and legal data management requirements

Attend training, courses, meetings relevant tothis post and the primary care network development.

1.Working in a wider team

Develop positive and professional workingrelationships with colleagues.

2.Code ofConduct

The post holder must comply with the code ofconduct as laid down in the Employees Handbook.

3.Equality andDiversity

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

Acting in a waythat recognizes the importance of peoples rights, interpreting them in a waythat is consistent with PCN procedures and policies, and current legislation.

Respecting theprivacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in amanner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

4.Confidentiality

In the course of seeking treatment, patientsentrust us with, or allow us to gather, sensitive information in relation totheir health and other matters. They doso in confidence and have the right to expect that staff will respect theirprivacy and act appropriately. In the performance of the duties outlined inthis Job Description, the post-holder may have access to confidentialinformation relating to patients and their carers, Practice staff and otherhealthcare workers. They may also haveaccess to information relating to the PCN as a business organisation. All such information from any source is to beregarded as strictly confidential.

Information relating to patients, carers,colleagues, other healthcare workers or the business of the PCN may only bedivulged to authorised persons in accordance with the PCN policies andprocedures relating to confidentiality and the protection of personal andsensitive data.

5.DataProtection - GDPR

All employees must adhere to the PCN Policyon the Protection and use of Personal Information, which provides guidance onthe use and disclosure of information. The PCN also has a range of policies forthe use of computer equipment and computer-generated information. Thesepolicies detail the employees legal obligations and include references tocurrent legislation. Copies of the policy on the protection and use of personalinformation, and other information technology, can be found in the PCN policiesand procedures manual.

6.RiskManagement

The post-holder will be responsible foradopting the risk management culture and ensuring that they identify and assessall risks to the systems, processes and environment and report such risks forinclusion within the PCN risk register.

Attend mandatory and statutory training,report all incidents/accidents, including near misses, and report unsafeoccurrences

7.Personal/ProfessionalDevelopment

The post-holder will participate inany training programme implemented by the Network as part of this employment,such training including:

Participation inan annual individual Appraisal and Development Review, including takingresponsibility for maintaining a record of own personal and or professionaldevelopment.

Participation inPractice Learning sessions as appropriate.

Takingresponsibility for own development, learning, and performance and demonstratingskills and activities to others.

The jobholderwill be encouraged to develop personal and professional skills.

8. Quality

Thepost-holder will strive to maintain quality within the PCN, and will:

Alert other PCNTeam members to issues of quality and risk.

Assess ownperformance and take accountability for own actions, either directly or undersupervision.

Contribute to theeffectiveness of the team by reflecting on own and team activities and makingsuggestions on ways to improve and enhance the teams performance.

Work effectivelywith individuals in other agencies to meet patients needs.

Effectivelymanage own time, workload and resources.

9.Communication:

The post-holder should recognize theimportance of effective communication within the team and will:

Communicateeffectively and respectfully with colleagues, patients and carers.

Recognisepeoples needs for alternative methods of communication and respondaccordingly.

Externalcommunication will be with patients NHS bodies, and other GP practices andservice providers.

10. Health and Safety

The post-holder will assist inpromoting and maintaining their own and others health, safety and security asdefined in the PCNs Health & Safety Policy.

11. Other Duties

There may be a requirement toundertake other duties as may reasonably be required to support the Practices.These may be based at other the Practice managed locations.

Person Specification

Experience

• At least 3 years experience of administrative duties in a busy office role with areas of responsibility and accountability.
• Experience of working as part of a team
• Experience of working with the NHS

Judgement and Decision Making

• Comfortable working to agreed objectives/duties
• Ability to work without direct supervision

Flexibility

• Flexible approach to undertaking a wide variety of tasks
• Flexible with regard to working hours, e.g. holiday and sickness cover
• Interested in learning new skills/taking on new challenges
• Able to undertake training outside of standard working hours if required

Skills

• Well organised with the ability to prioritise and multi-task
• Willingness to adapt to change and pick up new skills
• Ability to work as part of a team and develop good working relationships with colleagues and stakeholders
• Good verbal communication skills ability to deal with people in person
• and on the telephone within a diverse community
• Good IT Skills in Microsoft Office: Word, Excel, Outlook, Internet
• Ability to solve basic IT issues
• Ability to write promotional reports and articles for publication
• Experience of use of the EMIS clinical system

Qualifications

• Educated to A level standard and has GCSE pass in English and Maths - or equivalent.
• Demonstration of Continued Professional Development

Knowledge

• Understanding the necessity for confidentiality
• Understanding of personal responsibility regarding Health and Safety
• Understanding of General Practice

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.