PCN Operations Administrator

Job description

Job responsibilities

Main Duties and Responsibilities:

Operational Responsibilities

• Provide direct support to the PCN Business Manager and Clinical Director.
• Organise meetings or events related to any PCN activity including:
• PCN Monthly Board meetings
• Coordination of ARRS team meetings
• Support implementation of initiatives through timely and relevant information analysis and administrative support.
• Communicate with member practices around ARRS colleagues movements that may affect rotas such as annual leave, study leave.
• Assist the PCN Business Manager with recruitment of any PCN vacancies, including applying for any additional funding attached to the role.
• Deliver against agreed objectives, achieving quality outcomes.

Functional Responsibilities

• To prepare, produce, review, and circulate all documents required for meetings in a timely fashion and to a high standard.
• Minute meetings where required. Drawing up action points, circulating and chasing outcomes, developing, and managing implementation plans.
• Managing and appropriately distributing mail via an NHS email account.
• Answering queries and questions in a timely fashion, signposting as required.
• Managing the Cheltenham Peripheral One Hub, including all rotas are created and compliant with GPAD, rotas are added to the system, completing all tasks & queries.
• Compiling reports
• Compiling Impact and Investment Fund Searches
• Ensuring Financial Information is recorded and filed correctly.

Support duties

• Carry out timely and accurate information analysis and reporting on agreed areas and present findings in an agreed manner. This will include running reports in individual practices clinical systems to present measurement of performance against targets.
• Supporting with the administration of PCN governance and regulatory documentation as directed by the Business/Operations Manager
• Assist the PCN Leadership team in coordination of PCN projects including arranging project meetings, managing administration behind project milestones and objectives, maintaining project documentation.
• Develop and maintain electronic systems and/or databases required for the role.
• Maintain all administrative and information resources in keeping with local and national guidance.
• Maintain positive relationships with a broad range of internal and external stakeholders.
• Participating in relevant internal and external working groups and initiatives to provide information to inform the development and delivery of the PCNs strategic objectives.
• Work collaboratively across organisations to develop and implement project management processes and data collection systems that will provide accurate and timely data.
• Communicate information and issues, including briefings and reports to support the development of the PCN.

• Be capable of working autonomously but also as part of a team.

To provide reports as and when requested which may require specific searches to be built.

To support recruitment administration including arranging Job advertisements, and interviews.

To support PCN leads with the onboarding of all new PCN Staff supporting with induction packs.

To support PCN leads with leavers of any PCN Staff who are leaving the organisation.

Maintaining and updating Electronic HR records for all PCN Staff.

Communication and working relationships.

Actively works to build good relationships and create a network of contacts that can assist in the job role within the PCN and beyond.

Works with people at all levels and disciplines effectively.

Promote a culture that supports Speaking up, ensuring that all PCN staff know how they can speak up if they wish.

Support in compiling newsletters and PCN-wide communications

Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships.

Person Specification

Experience

Essential

• Experience of working within multi-professional team environments
• Demonstrable Experience of Working in an organisational and planning role.

Desirable

• Experience of working in a Health care Environment

Qualifications

Essential

• GCSE English and Mathematics (or equivalent level)
• Demonstrable commitment to professional and personal development
• Ability to use Microsoft Office applications Word, Excel, PowerPoint, Outlook

Desirable

• Qualified to NVQ level 3 in administration

Other

Essential

• Full UK Driving Licence and access to car
• Meets DBS reference standards and criminal record checks

Skills and Knowledge

Essential

• Ability to communicate effectively, both verbally and in writing, with people
• Ability to maintain effective working relationships and promote collaborative practice with all colleagues, demonstrate personal accountability, emotional resilience and work well under pressure
• Ability to organise, plan and prioritise on own initiative, including when under pressure and meeting deadlines
• High level of written and verbal communication skills
• Knowledge of, and ability to work to policies and procedures, including confidentiality, safeguarding, lone working, data security, health, and safety
• Ability to work flexibly and enthusiastically within a team or on own initiative
• Understanding of, and commitment to, equality, diversity, and inclusion
• Awareness of the Primary Health Care Model

Desirable

• Ability to recognise opportunities to enhance service delivery

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.

Employer details

Employer name

Cheltenham Peripheral Network

Address

Stoke Road Surgery

4 Stoke Road

Bishops Cleeve

Cheltenham

Gloucestershire

GL52 8RP

Employer's website

https://www.leckhamptonsurgery.co.uk/ (Opens in a new tab)