PCN Proactive Care Administration Assistant

Job description

Job responsibilities

Primary key responsibilities of the role:

Service and Team support

• Provide administrative support to the delivery of the PCNs proactive care services and projects.
• Support PAC Team members with diary management, coordination of activity and general administrative tasks.
• Assist with the preparation, formatting and maintenance of documentation including standard operating procedures, templates, pathways and policies, as directed.

Meetings and Coordination

• Arrange, service and minute meetings including:
• Professional and patient MDT meetings
• Multi-Agency Risk Management (MARM) meetings
• PAC Team meetings and meetings with PCN member practices
• Other ad-hoc meetings as required
• Record, track and follow up agreed actions, escalating issues where appropriate

Communication and Stakeholder Support

• Act as a first point of contact for routine enquiries from PCN practices and neighbourhood stakeholders, responding within scope and escalating complex matters as required.
• Monitor shared PAC Team email inboxes and task systems, actioning routine items and distributing or escalating others in line with agreed processes.
• Support communication and engagement by disseminating agreed information across the PAC Team, PCN practices and neighbourhood partners.

Governance, Risk and Quality Support

• Provide administrative support to patient feedback, complaints, incidents and learning processes, as requested.
• Support the administrative aspects of safeguarding and risk management processes, under the direction of the PAC Leadership Team or appropriate clinician.
• Assist with quality improvement activity by supporting data collection, documentation and action tracking.

Information Management and Data

• Maintain accurate electronic and paper records in line with information governance and PCN policies.
• Run routine computer-based data searches and reports to support monitoring, audit and service delivery.
• Update patient records accurately and in a timely manner following administrative interactions, in accordance with guidance.

Lone Working and Workforce Support

• Provide administrative support to the monitoring of PAC Team diaries.
• Assist with lone working procedures by coordinating information and escalating concerns in line with policy.
• Support workforce processes including coordination of training, appraisal administration and maintenance of staff records.

General Administration

• Maintain the PAC Team key dates diary.
• Manage office supplies, patient information materials and stock levels in line with agreed processes.
• Maintain an inventory of PAC Team equipment and coordinate servicing or replacement as required.
• Process incoming and outgoing mail.
• Undertake filing, scanning, photocopying and document management.
• Handle incoming and outgoing telephone calls and deal with enquiries appropriately.
• Log and monitor IT support requests via the relevant systems.

Secondary Responsibilities:

In addition to the primary responsibilities, the PCN PAC Administration Assistant may be requested to:

a.Support the delivery of GMS contract work including QOF, Network Contract DES and Primary Care National Service Frameworks including supporting Quality Improvement work and New Funding Framework (NFF)

b.Support PCN staff, providing cover during staff absences

c. Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner

d. Duties may vary from time to time without changing the general character of the post or the level of responsibility

Job Description Agreement:

The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation, and the individual.

All personnel should be prepared to accept additional or surrender existing duties to enable the efficient running of the organisation.

Person Specification

Qualifications

Essential

• GCSE Mathematics and English (4 or above)
• Educated to GCSE level or equivalent

Desirable

• NVQ Level 2 in Health and Social Care

Experience

Essential

• Experience of working with general public
• Experience of administrative duties

Desirable

• Experience of working in healthcare setting

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

Taunton Central Primary Care Network

Address

The Crown Medical Centre

Venture Way

Taunton

Somerset

TA2 8QY

Employer's website

https://www.quantockvalesurgery.nhs.uk/about-our-surgery/taunton-central-primary-care-network/ (Opens in a new tab)