PCN Administrative and Governance Coordinator

Job description

Job responsibilities

Key responsibilities for the post holder include but are not limited to the following:-

PCN Co-ordination

• Provide administrative and coordination support to the Operational Manager, Digital & Transformation Lead, PCN Management Lead and Clinical Directors.
• Support the implementation of initiatives through timely and relevant information gathering analysis, co-ordination, and administrative support.
• To work with the PCN Management Team to ensure Policies and/or communication are standardised across the PCN.
• Organise Barnstaple Alliance meetings alongside the Operational Manager and Digital & Transformation Lead including agendas, minute taking and distribution of these to relevant stakeholders.
• Scheduling of meetings and diary management for the PCN Management Team.
• Attend meetings on relevant projects/matters and when required prepare agendas, take minutes, and distribute these to relevant stakeholders.
• Support the Management team with the recruitment of new PCN staff and HR related work.
• Support the Management team in successfully planning, implementing, evaluating and promoting projects and services across the PCN.
• Liaising with Administration teams from the 4 GP Practices regarding projects, sharing ideas, collating responses, and disseminating information.
• To work with the Digital & Transformation Lead on promoting and enhancing the PCNs social media and digital activity.
• Support the Management team with the co-ordination of rotas, appointments, and the promotion of services.
• Be a point of contact and provide support for the individual PCN Teams and members where needed.

Data and IT Administration

• Support the Management team with data collection and analysis.
• To complete IT searches consisting of but not limited to TPP SystmOne patient searches and reporting for PCN work including the Investment and Impact Fund (IIF) and other areas of the Network Contract Directed Enhanced Service.
• To maintain and develop the PCN Engagement Dashboard on behalf of the PCN.
• Building reports, collating, and analysing data for and on behalf of Practices within the PCN and for PCN projects..
• Develop and maintain databases required for the role.
• Supporting new starters and leavers including organising induction timetables, setting up IT and access to systems and troubleshooting for all PCN staff with IT issues.

Governance Administration, Documentation and Coordination

To manage and ensure the PCN complies with all Data Protection Regulations/GDPR which includes supporting the practices in the production and implementation of DPIAs, DSAs etc.

Assist in maintaining Records of Processing Activities (ROPAs) and ensuring documentation is up to date across all 4 practices.

Work with Practice Managers and relevant leads to identify when new governance documentation is required.

Help standardise templates when the PCN agrees on them.

Ensure appropriate version control, storage, and accessibility of governance documentation and that necessary governance and audits are planned and carried out as needed.

Collaborate with practice managers and DPOs to guarantee that documentation accurately reflects the established processes.

Support PCN projects with governance and reporting.

BA wide Vaccination Programme Co-ordination

• Co-ordinating in co-junction with the PCN Operational Manager and the Practice Managers, vaccination programmes for the 4 GP Practices (where required) excluding child immunisations.

BA wide Clinical Research admin Co-ordination

Support the PCN and the Practices with searches, reports and co-ordination of clinical research studies.

For the full job description, including the underpinning policies, please view the full job description under Supporting Documents.

Person Specification

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills,
• Clear, polite telephone manner
• Competent in the use of Office and Outlook and good Excel skills
• Representing organisations at meetings
• Ability to prioritise and manage workload
• Ability to work as a team member and autonomously
• Good interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Desirable

• Experience of using TPP SystmOne and running reports,
• Experience of collecting and analysing data, Experience of Data Protection regulations and GDPR (including DPIAs and data sharing agreements),
• Competent with using Social Media Platforms

Other requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Qualifications

Essential

• Educated to GCSE level or equivalent

Experience

Essential

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

Desirable

• Experience of arranging meetings, diary management and minute taking
• Experience of working in a health care setting / primary care

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Pro-active and forward thinking
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

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

Barnstaple Alliance Primary Care Network

Address

Litchdon Medical Centre

Landkey Road

Barnstaple

Devon

EX329LL

Employer's website

http://www.barnstaplealliance.co.uk/ (Opens in a new tab)