PCN Administration Assistant

Job description

Job responsibilities

Salary: based on Agenda for Change Band 3 (dependent on experience)

Primary key responsibilities of the role:

The following are the core responsibilities of the PCN Administration Assistant. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

a. To support the delivery of the PCNs proactive care project and CIH services on behalf of the PCN

b. To support the Operational Leads for Proactive Care & CIH in delivery of their role, services, and management of their diary and team diaries

c. To support the Operational Lead in the management of patient compliments, and complaints when requested to do so, and the identification of any necessary learning brought about through incidents and near-miss events

d. To support the Operational Lead, and other PCN PAC and EHCH Team members as appropriate, in relation to completion and submission of any patient safeguarding reports, MARM requests or general referrals.

e. To undertake administrative duties regarding the arranging, setting up and running of the following types of meetings; to minute those meetings and record actions arising from them; to undertake follow-up actions from those meetings, as requested:

• Professionals multi-disciplinary meetings
• Patient multi-disciplinary meetings
• Multi-Agency Risk Management (MARM) Meetings
• Team meetings, including team meetings with member practices
• Neighbourhood meetings
• Assurance and development meetings with NHS Somerset and other stakeholders
• Other ad-hoc meetings

g. To monitor generic PCN PAC and EHCH Team tasks throughout the working day; to action those appropriate to own role and skillset; to distribute any others to PAC and EHCH Team members as appropriate; to escalate any queries or concerns to Operational Lead

h. To follow-up patient referrals made to other stakeholders

i. To run electronic computer-based data searches, as requested, to support the PCN PAC, EHCH & Community Investigation Hub data extraction, analysis and reporting tasks

j. To support all members of the PCN PAC, EHCH & CIH Team with general administrative tasks and diary management, as requested

k. To have oversight of all members of the PCN PAC and EHCH Teams work diaries; to have day-to-day responsibility for working with the team members, to implement the teams lone working policy

l. To support with, and undertake dissemination of information, as appropriate to /across the PCN PAC and EHCH Team, CIH, PCN member practices, PCN Steering Group and to neighbourhood stakeholders

m. To be a single point of contact for general enquiries from PCN member practices and neighbourhood stakeholders; to action those appropriate to own role and skillset; to distribute any others to PAC Team members as appropriate; to escalate any queries or concerns to Operational Lead

n. To monitor and maintain an adequate stock of office supplies (e.g. stationary, patient leaflets) to enable PCN PAC, EHCH & CIH Team members to undertake their day-to-day work; to send supply order requests as necessary; to accept stock deliveries on behalf of the team and undertake relevant quality and fulfilment checks at delivery; to provide PCN Business Manager with evidence of delivery (e.g. cross-referenced delivery note) to enable them to complete relevant finance processes; to ensure safe and appropriate storage of stock

o. To monitor monthly checks of clinicians kit bags and organisation for annual PAT testing of equipment.

p. To support the EHCH Team and care homes within the PCN with the delivery of service improvement, this may mean travelling to the care homes to coordinate the dissemination and collection of information and / or documents as required by the EHCH team

q. To make outgoing telephone calls and answer incoming telephone calls, transferring calls or dealing with the callers requests appropriately; to update patient medical records, as appropriate and in a timely manner, following telephone calls and/or discussions with colleagues or third parties

Secondary responsibilities:

In addition to the primary responsibilities, the PCN 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 the general public
• Experience of administrative duties

Desirable

• Experience of working in a 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

Tone Valley Primary Care Network

Address

Creech Medical Centre

Hyde Lane

Creech St. Michael

Taunton

Somerset

TA3 5FA