Job summary
Are
you an organised administrator with a keen eye for detail? Would you like to
make a real difference to the experience of colleagues and service users? If
you're enthusiastic about shaping a role centred around quality, this could be
the perfect opportunity for you.
As
Quality Administrator, you will support the delivery of place-based community
mental health services. We
are looking for a compassionate, kind and values-based person with a strong
commitment to quality improvement & who is committed to helping us to
deliver safe and effective care that is responsive to people's feedback and
experience. Working mainly within our Quality portfolio, and occasionally with
our Communications team, youll provide support to the Quality Lead, Quality
Support Manager, and Lived Experience Lead.
This
is a varied and rewarding role. One day, you might be uploading audits to our
system or sending out response letters to service users whove raised concerns.
On another, you could be creating or writing fun content for the website, or
supporting key projects such as our accessibility workstream or initiatives
that arise from feedback and complaints. You will also play a part in promoting
staff wellbeing, for example by helping to coordinate surveys.
Youll
have some direct contact with people who use or have used our services, so a
sensitive and empathetic approach is essential.
Main duties of the job
The role of Quality Administrator will provide day to day administration support primarily within the PCMH Quality portfolio.
The role will be to support the wider team working alongside managerial and clinical leads to ensure consistent high standards of service are delivered.
To ensure that the administrative functioning of the service provided to staff, service users and key stakeholders is maintained to a high standard.
You will work with the Quality Support Manager to provide the necessary administrative support for the governance of the service. Examples will include ensuring that documents are managed in a timely manner and requesting the necessary actions from team colleagues e.g. ensuring that audit outcomes are received and recorded within the agreed timeframes and sending the necessary correspondence to people raising a concern.
This post involves significant organisational tasks, effective team working and an ability to communicate with others sensitively and compassionately and the ability to be flexible and prioritise competing tasks.
You will help support the day-to-day maintenance and development of content for the service website, working closely with the Communications Team and PCMH colleagues.
Were seeking someone who:
- Is organised and detail-focused
- Experienced in administration and service improvement
- Communicates clearly and respectfully
- Experienced in project administrative support
- Able to manage multiple priorities
About us
Primary Care Sheffield (PCS) is a GP-led organisation. Our shareholders are 75 GP practices in Sheffield covering over half a million patients. As well as providing a unified voice for general practice in the city, we play an active role both within our Accountable Care Partnership (ACP) and the wider South Yorkshire Integrated Care System (ICS).
Primary Care Mental Health (PCMH) is a partnership between Primary Care Sheffield, Sheffield Health and Social Care Trust and MIND and is a PCN based mental health assessment and treatment service that provides interventions for people with serious mental illness.
We aim to deliver a safe, effective, responsive, caring, and well-led service and as a team work to ensure we have the evidence to demonstrate this. This incorporates the use of audit, service improvement measures, patient involvement and lived experience and learning from incidents and feedback.
What We Offer
- Supportive supervision and guidance
- Opportunities for professional development
- Flexibility in working hours and location (a blend of remote, team sites and our Primary Care Sheffield base)
- A chance to shape and grow this role as part of a forward-thinking, compassionate team
Applications are reviewed on a rolling basis, and we reserve the right to close this advertisement early if a high volume of suitable applications is received
Job description
Job responsibilities
Organisational Values
As an employee of Primary Care Sheffield you will be committed to PCS's organisational values:
- Openness: ensuring transparency sharing knowledge and welcoming feedback
- Person Centred: Being empathic and understanding of the individual
- Innovative: Embracing change and inquisitive of new solutions
- Ambitious: Working towards the best for Sheffield and its people
- Empowering: Actively engaging staff, our population and partner organisations in improving the health and wellbeing of Sheffield people.
Job Summary
Primary Care Sheffield (PCS) is a GP-led organisation. Our shareholders are 75 GP practices in Sheffield covering over half a million patients. As well as providing a unified voice for general practice in the city, we play an active role both within our Accountable Care Partnership (ACP) and the wider South Yorkshire Integrated Care System (ICS).
Primary Care Mental Health (PCMH) is a partnership between Primary Care Sheffield, Sheffield Health and Social Care Trust and MIND and is a PCN based mental health assessment and treatment service that provides interventions for people with serious mental illness.
We aim to deliver a safe, effective, responsive, caring, and well-led service and as a team work to ensure we have the evidence to demonstrate this. This incorporates the use of audit, service improvement measures, patient involvement and lived experience and learning from incidents and feedback.
This post has a dual aspect, offering the successful candidate the opportunity to develop the role in response to team needs and the evolving quality requirements of our work. Part of the week will be spent supporting the Communications Team in developing content for the website, and working with PCMH colleagues to encourage them to contribute content as well.
For the remainder of the week, you will work under the supervision of the Quality Support Manager and closely with the Quality Lead, in order to ensure that we have the necessary systems and structures in place to deliver a safe, effective and responsive mental health service. This may include liaising with team colleagues and requesting reviews of policy documents, providing admin support for colleagues working to implement and deliver service improvement activity and/or ensuring that our audit activity is completed, and the outcomes received within agreed timescales.
Main Duties and Responsibilities
The role of Quality Administrator will provide day to day administration support primarily within the PCMH Quality portfolio.
The role will be to support the wider team working alongside managerial and clinical leads to ensure consistent high standards of service are delivered.
To ensure that the administrative functioning of the service provided to staff, service users and key stakeholders is maintained to a high standard.
You will work with the Quality Support Manager to provide the necessary administrative support for the governance of the service. Examples will include ensuring that documents are managed in a timely manner and requesting the necessary actions from team colleagues e.g ensuring that audit outcomes are received and recorded within the agreed timeframes and sending the necessary correspondence to people raising a concern.
This post involves significant organisational tasks, effective team working and an ability to communicate with others sensitively and compassionately and the ability to be flexible and prioritise competing tasks.
You will help support the day-to-day maintenance and development of content for the service website, working closely with the Communications Team and PCMH colleagues.
Principal duties will include
- Accurately inputting data as requested, using various forms, formats and systems including System one.
- Operation of internal information systems, ensuring accurate and up to date information is processed and maintained, monitoring the designated quality email inbox and the annual audit schedule, and requesting and filing documentation e.g. completed investigation reports and updating the Quality Support Manager when received.
- Liaising with clinicians as required.
- Day to day coordinating and updating of service website.
- Liaising with service users, carers, GPs, voluntary agencies and a wide range of multi-disciplinary staff and other staff both internal and external as required.
Dedicated administration support for Quality portfolio
- The provision of an effective admin service to Quality Lead, Quality Support Manager and Lived Experience Lead, including typing of letters, reports, emails and completion of appropriate forms in SystmOne, as/when required.
- Dealing with incoming correspondence, checking information received and responding where appropriate, inc regular monitoring of the Quality communications generic email inbox.
- Administration support for identified meetings inc completion of action trackers.
- Monitoring of Standard Operating Policy review dates, prompting senior colleagues when required.
Other/General Duties
- Maintaining and updating existing electronic or hard copy filing systems.
- The ability to work in a hybrid way, from home and between sites as required/agreed to help support the running of the service.
- The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security.
- Supporting the day-to-day maintenance and development of content for the service website, including collaboration with the Communications Team and PCMH colleagues to encourage content creation.
- Creating documents and graphics to support communication and engagement across the service.
- Raising any concerns regarding website content and/or functionality.
This is not an exhaustive list of duties and responsibilities and in discussion with the manager the postholder may be required to undertake other duties which fall within the Banding of the post. The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
Job description
Job responsibilities
Organisational Values
As an employee of Primary Care Sheffield you will be committed to PCS's organisational values:
- Openness: ensuring transparency sharing knowledge and welcoming feedback
- Person Centred: Being empathic and understanding of the individual
- Innovative: Embracing change and inquisitive of new solutions
- Ambitious: Working towards the best for Sheffield and its people
- Empowering: Actively engaging staff, our population and partner organisations in improving the health and wellbeing of Sheffield people.
Job Summary
Primary Care Sheffield (PCS) is a GP-led organisation. Our shareholders are 75 GP practices in Sheffield covering over half a million patients. As well as providing a unified voice for general practice in the city, we play an active role both within our Accountable Care Partnership (ACP) and the wider South Yorkshire Integrated Care System (ICS).
Primary Care Mental Health (PCMH) is a partnership between Primary Care Sheffield, Sheffield Health and Social Care Trust and MIND and is a PCN based mental health assessment and treatment service that provides interventions for people with serious mental illness.
We aim to deliver a safe, effective, responsive, caring, and well-led service and as a team work to ensure we have the evidence to demonstrate this. This incorporates the use of audit, service improvement measures, patient involvement and lived experience and learning from incidents and feedback.
This post has a dual aspect, offering the successful candidate the opportunity to develop the role in response to team needs and the evolving quality requirements of our work. Part of the week will be spent supporting the Communications Team in developing content for the website, and working with PCMH colleagues to encourage them to contribute content as well.
For the remainder of the week, you will work under the supervision of the Quality Support Manager and closely with the Quality Lead, in order to ensure that we have the necessary systems and structures in place to deliver a safe, effective and responsive mental health service. This may include liaising with team colleagues and requesting reviews of policy documents, providing admin support for colleagues working to implement and deliver service improvement activity and/or ensuring that our audit activity is completed, and the outcomes received within agreed timescales.
Main Duties and Responsibilities
The role of Quality Administrator will provide day to day administration support primarily within the PCMH Quality portfolio.
The role will be to support the wider team working alongside managerial and clinical leads to ensure consistent high standards of service are delivered.
To ensure that the administrative functioning of the service provided to staff, service users and key stakeholders is maintained to a high standard.
You will work with the Quality Support Manager to provide the necessary administrative support for the governance of the service. Examples will include ensuring that documents are managed in a timely manner and requesting the necessary actions from team colleagues e.g ensuring that audit outcomes are received and recorded within the agreed timeframes and sending the necessary correspondence to people raising a concern.
This post involves significant organisational tasks, effective team working and an ability to communicate with others sensitively and compassionately and the ability to be flexible and prioritise competing tasks.
You will help support the day-to-day maintenance and development of content for the service website, working closely with the Communications Team and PCMH colleagues.
Principal duties will include
- Accurately inputting data as requested, using various forms, formats and systems including System one.
- Operation of internal information systems, ensuring accurate and up to date information is processed and maintained, monitoring the designated quality email inbox and the annual audit schedule, and requesting and filing documentation e.g. completed investigation reports and updating the Quality Support Manager when received.
- Liaising with clinicians as required.
- Day to day coordinating and updating of service website.
- Liaising with service users, carers, GPs, voluntary agencies and a wide range of multi-disciplinary staff and other staff both internal and external as required.
Dedicated administration support for Quality portfolio
- The provision of an effective admin service to Quality Lead, Quality Support Manager and Lived Experience Lead, including typing of letters, reports, emails and completion of appropriate forms in SystmOne, as/when required.
- Dealing with incoming correspondence, checking information received and responding where appropriate, inc regular monitoring of the Quality communications generic email inbox.
- Administration support for identified meetings inc completion of action trackers.
- Monitoring of Standard Operating Policy review dates, prompting senior colleagues when required.
Other/General Duties
- Maintaining and updating existing electronic or hard copy filing systems.
- The ability to work in a hybrid way, from home and between sites as required/agreed to help support the running of the service.
- The post holder will be expected to support and adhere to general building protocols in relation to health, safety and security.
- Supporting the day-to-day maintenance and development of content for the service website, including collaboration with the Communications Team and PCMH colleagues to encourage content creation.
- Creating documents and graphics to support communication and engagement across the service.
- Raising any concerns regarding website content and/or functionality.
This is not an exhaustive list of duties and responsibilities and in discussion with the manager the postholder may be required to undertake other duties which fall within the Banding of the post. The job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
Person Specification
Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language or equivalent
- Training to Vocational Level 3 in business admin or equivalent level of experience.
Attributes
Essential
- Able to work under pressure in a changing environment.
- Trustworthy and open
- Flexible & enthusiastic
- Adaptable
- Willingness to undertake training and personal development in line with the demands of the post
Experience
Essential
- Previous admin/secretarial experience gained in a similar role.
Desirable
- Experience of working in an NHS/healthcare environment.
- Previous experience of working with diverse and vulnerable populations.
- Experience of working on websites
- Background in communications and customer service
Knowledge and Understanding
Essential
- Able to contribute to and work within good practice guidelines.
- Ability to communicate clearly and effectively both verbal and written
Desirable
- Some knowledge of clinical systems
- Experience using NHS systems, particularly System One
Skills and Competencies
Essential
- Responsible approach to dealing with confidential issues.
- Excellent telephone manner.
- Wide range of admin skills, including minute taking.
- Ability to manage own time and able to manage multiple priorities
- Ability to provide project administrative support
- Ability to adapt to varying demands of the job role.
- Ability to prioritise workload and manage own workload effectively
- Ability to work as part of a team.
- High level of accuracy and attention to detail.
- Ability to work flexibly with colleagues to meet the needs of the service.
Desirable
- Ability to research/access information.
- Eye for detail with technical ability
Person Specification
Qualifications
Essential
- Good standard of education at GCSE level or higher
- GCSE in English language or equivalent
- Training to Vocational Level 3 in business admin or equivalent level of experience.
Attributes
Essential
- Able to work under pressure in a changing environment.
- Trustworthy and open
- Flexible & enthusiastic
- Adaptable
- Willingness to undertake training and personal development in line with the demands of the post
Experience
Essential
- Previous admin/secretarial experience gained in a similar role.
Desirable
- Experience of working in an NHS/healthcare environment.
- Previous experience of working with diverse and vulnerable populations.
- Experience of working on websites
- Background in communications and customer service
Knowledge and Understanding
Essential
- Able to contribute to and work within good practice guidelines.
- Ability to communicate clearly and effectively both verbal and written
Desirable
- Some knowledge of clinical systems
- Experience using NHS systems, particularly System One
Skills and Competencies
Essential
- Responsible approach to dealing with confidential issues.
- Excellent telephone manner.
- Wide range of admin skills, including minute taking.
- Ability to manage own time and able to manage multiple priorities
- Ability to provide project administrative support
- Ability to adapt to varying demands of the job role.
- Ability to prioritise workload and manage own workload effectively
- Ability to work as part of a team.
- High level of accuracy and attention to detail.
- Ability to work flexibly with colleagues to meet the needs of the service.
Desirable
- Ability to research/access information.
- Eye for detail with technical ability
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.
