Job summary
Purbeck PCN are seeking an experienced administrator to join their team working 15 hours per week at their office located within Wareham Surgery.
The successful
candidate will need to possess excellent knowledge of all Microsoft
applications and wider IT skills, be highly organised, flexible, and
comfortable with adapting their workload to respond to changing and conflicting
priorities. This role is extremely
varied, with constantly changing priorities and you will be expected to be
happy working within an environment where each day is different.
Main duties of the job
The role of the PCN Administrator is to assist and provide administrative support to the Clinical Director, Network Director, and practices in order to develop and support service improvement in line with local and national priorities. Building
strong relationships with primary care colleagues and local partners to proactively support and drive change will be a key element of this role.
About us
Primary Care
Networks (PCNs) are groups of GP surgeries working together with a range of
local providers, including community services, social care and the voluntary
sector. PCNs build on core primary care services and enable greater provision
of proactive, personalised, coordinated and more integrated health and social
care through delivery of national and local service specifications alongside
PCN initiatives.
Purbeck PCN covers the patients of six GP Practices across Purbeck. These are Swanage Surgery, Corfe Castle Surgery, Bere Regis Surgery, Wool Surgery, Wareham Surgery and Sandford Surgery.
Job description
Job responsibilities
- Assist the PCN leadership team and PCN committee with coordinating
PCN-level meetings including creating outlook invitations, creating and
distributing agendas, taking meeting minutes and arranging logistics such as
room bookings.
- Assisting
the PCN leadership team with administration duties such as formalising and
distributing documents using PCN templates and maintaining the digital filing
system for the PCN.
- Supporting
the administration of internal PCN SOPs, this will include formatting the
document, electronically storing and distributing new and updated SOPs
internally, as well as monitoring their review dates and highlighting these
with the PCN leadership team and SOP owner.
- Acting
as first point of reference and support for administration queries for the PCN
leadership team and PCN committee.
- Maintaining the PCN asset register which includes ensuring the
signing in and out of equipment process is followed and all documents are
stored correctly within the digital filing system. Ensuring the asset register is kept up to
date and all equipment is accounted for at all times.
- Under the instruction of the PCN leadership team and service leads
to be responsible for ordering new PCN equipment as well as stock supplies for
PCN services.
- Responsible for coordinating and organising the calibration and
servicing of PCN equipment. This will
also include organising courier collection services for the equipment and
supporting PCN service leads with the administration of completing these tasks.
- Acting
as a first point of reference for the PCN rooms situated within Wareham Health
centre. This includes ensuring room
users are working within the boundaries of the room agreement, and issues are
escalated to the PCN leadership team when needed. Along with being the first port of call for
Wareham Health Centre should there be room issues.
- Calendar
management including staff whereabouts, annual leave tracking, and absence
recording.
- Maintaining
a mandatory training register for all PCN staff. Overseeing all staff training, ensuring it is
up to date by creating annual reminders and supporting staff with completing
their training.
- Supporting
with the administration of PCN governance and regulatory documentation as
directed by the PCN Network Director.
- Organising
Protected learning time (PLTs) and events for the PCN and wider practice staff.
-
Acting as a first point of reference for PCN
public relation matters signposting to appropriate lead.
- Take on the role of PCN
Wellbeing Champion, which includes creating and distributing monthly wellbeing
updates, being a point of contact for all PCN staff members that require
wellbeing support, and organising events for the PCN that will support the
wellbeing of all staff members.
- Responsibility
for maintenance of the PCN credentialing register for PCN staff, ARRs and other
allied-health professionals aligned to the PCN workforce. This includes the update of an internal
electronic spreadsheet and individual staff member electronic files.
- Recruitment
administration support which includes formatting job description, and other
recruitment letters, arranging interview logistics, arranging ID/DBS/reference
checks and other administrative duties to support the recruitment lead for the
advertised position.
- Administration
support for the onboarding of all new PCN staff ensuring the new starter
checklist is completed for all new employees, which includes but is not limited
to, liaising with the employing Practice to ensure all relevant documentation
is received, PCN equipment is allocated, set up of email address, and supporting
the employing Practice and PCN leadership team with other administrative duties
to support this process.
- Administration
support for PCN employees that are leaving, ensuring the leavers checklist is
completed which includes but is not limited to, organising exit interviews,
taking receipt of PCN equipment and supporting the employing Practice and PCN
leadership team with other administrative duties to support this process.
- Administration
and IT support for new and existing PCN staff. This includes raising issues
with the Trusted Technology support team and being a point of contact for the
PCN.
- Supporting
with the organising of SystmOne training for new and existing PCN staff members
under the instruction of the PCN Network Director.
- Acting
as first point of contact for all PCN SystmOne module administration enquiries
such as access, problem-solving, queries, and password resets.
Job description
Job responsibilities
- Assist the PCN leadership team and PCN committee with coordinating
PCN-level meetings including creating outlook invitations, creating and
distributing agendas, taking meeting minutes and arranging logistics such as
room bookings.
- Assisting
the PCN leadership team with administration duties such as formalising and
distributing documents using PCN templates and maintaining the digital filing
system for the PCN.
- Supporting
the administration of internal PCN SOPs, this will include formatting the
document, electronically storing and distributing new and updated SOPs
internally, as well as monitoring their review dates and highlighting these
with the PCN leadership team and SOP owner.
- Acting
as first point of reference and support for administration queries for the PCN
leadership team and PCN committee.
- Maintaining the PCN asset register which includes ensuring the
signing in and out of equipment process is followed and all documents are
stored correctly within the digital filing system. Ensuring the asset register is kept up to
date and all equipment is accounted for at all times.
- Under the instruction of the PCN leadership team and service leads
to be responsible for ordering new PCN equipment as well as stock supplies for
PCN services.
- Responsible for coordinating and organising the calibration and
servicing of PCN equipment. This will
also include organising courier collection services for the equipment and
supporting PCN service leads with the administration of completing these tasks.
- Acting
as a first point of reference for the PCN rooms situated within Wareham Health
centre. This includes ensuring room
users are working within the boundaries of the room agreement, and issues are
escalated to the PCN leadership team when needed. Along with being the first port of call for
Wareham Health Centre should there be room issues.
- Calendar
management including staff whereabouts, annual leave tracking, and absence
recording.
- Maintaining
a mandatory training register for all PCN staff. Overseeing all staff training, ensuring it is
up to date by creating annual reminders and supporting staff with completing
their training.
- Supporting
with the administration of PCN governance and regulatory documentation as
directed by the PCN Network Director.
- Organising
Protected learning time (PLTs) and events for the PCN and wider practice staff.
-
Acting as a first point of reference for PCN
public relation matters signposting to appropriate lead.
- Take on the role of PCN
Wellbeing Champion, which includes creating and distributing monthly wellbeing
updates, being a point of contact for all PCN staff members that require
wellbeing support, and organising events for the PCN that will support the
wellbeing of all staff members.
- Responsibility
for maintenance of the PCN credentialing register for PCN staff, ARRs and other
allied-health professionals aligned to the PCN workforce. This includes the update of an internal
electronic spreadsheet and individual staff member electronic files.
- Recruitment
administration support which includes formatting job description, and other
recruitment letters, arranging interview logistics, arranging ID/DBS/reference
checks and other administrative duties to support the recruitment lead for the
advertised position.
- Administration
support for the onboarding of all new PCN staff ensuring the new starter
checklist is completed for all new employees, which includes but is not limited
to, liaising with the employing Practice to ensure all relevant documentation
is received, PCN equipment is allocated, set up of email address, and supporting
the employing Practice and PCN leadership team with other administrative duties
to support this process.
- Administration
support for PCN employees that are leaving, ensuring the leavers checklist is
completed which includes but is not limited to, organising exit interviews,
taking receipt of PCN equipment and supporting the employing Practice and PCN
leadership team with other administrative duties to support this process.
- Administration
and IT support for new and existing PCN staff. This includes raising issues
with the Trusted Technology support team and being a point of contact for the
PCN.
- Supporting
with the organising of SystmOne training for new and existing PCN staff members
under the instruction of the PCN Network Director.
- Acting
as first point of contact for all PCN SystmOne module administration enquiries
such as access, problem-solving, queries, and password resets.
Person Specification
Qualifications
Essential
- Educated to GCSE A-C standard or equivalent in Maths and English.
Desirable
- Business and Administration Level 3 Diploma NVQ or equivalent experience.
Experience
Essential
- Ability to develop and maintain good working relationships and communicate with a variety of audiences in a professional manner.
- Experience in prioritising workload autonomously, with defined scope and as part of a wider team.
- Experience managing confidential and sensitive information.
- Ability to demonstrate effective organisational skills and follow processes accurately with attention to details.
- Intermediate knowledge of Microsoft Office packages including Word, Outlook, PowerPoint and Excel.
- Excellent interpersonal and communication skills.
- Flexibility in approach to tasks undertaken.
- Able to reflect on personal strengths and weaknesses and proactively seek development opportunities.
- Ability to use initiative, work independently and as part of a team.
- Experience in prioritising workload autonomously.
Desirable
- Basic understanding of SystmOne, including running reports and operating in tasks.
- Experience with HR/credentialing processes and systems.
- Experience working in primary care.
Person Specification
Qualifications
Essential
- Educated to GCSE A-C standard or equivalent in Maths and English.
Desirable
- Business and Administration Level 3 Diploma NVQ or equivalent experience.
Experience
Essential
- Ability to develop and maintain good working relationships and communicate with a variety of audiences in a professional manner.
- Experience in prioritising workload autonomously, with defined scope and as part of a wider team.
- Experience managing confidential and sensitive information.
- Ability to demonstrate effective organisational skills and follow processes accurately with attention to details.
- Intermediate knowledge of Microsoft Office packages including Word, Outlook, PowerPoint and Excel.
- Excellent interpersonal and communication skills.
- Flexibility in approach to tasks undertaken.
- Able to reflect on personal strengths and weaknesses and proactively seek development opportunities.
- Ability to use initiative, work independently and as part of a team.
- Experience in prioritising workload autonomously.
Desirable
- Basic understanding of SystmOne, including running reports and operating in tasks.
- Experience with HR/credentialing processes and systems.
- Experience 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.
