Job responsibilities
Role Description:
Job title: South Hams Primary Care Network Administrator
Reports to: South Hams Primary Care Network HR Manager
Hours: TBA
Role Summary:
To provide high quality, full administrative support to the South Hams Primary Care Network (SHPCN) management team and Primary Care Network (PCN) Additional Roles Reimbursement Scheme (ARRS) employees. The management team is as follows:
PCN Clinical Director
PCN Representatives from each SHPCN Practice
PCN Clinical Leads
PCN Practice Managers
PCN HR Manager and Finance Manager
Role Responsibilities:
Prepare and support various regular network meetings
Prepare and support non-regular network meetings
Chasing internal and external parties for required information i.e. performance report data
Produce and distribute summaries, actions and minutes from regular and non-regular PCN meetings
Upload actions and outcomes from network meetings to TeamNet
Collect and collate monthly enhanced access data from practices and submit at PCN, Southern Collaborative Board (SCB) level
Provide a channel for PCN wide communication
Field internal and external queries relating to all PCN activity
Prepare and circulate monthly network newsletter
Arrange leadership/professional development sessions for PCN managers, staff, reps and clinical leads.
Produce and distribute preparation material for leadership/professional development sessions
Attend, contribute to and monitor leadership development sessions as required
Collect and present feedback from leadership development sessions
Support with advertising of PCN (and some non PCN) vacancies on NHS jobs/LMC etc.
Support and organization of recruitment and interview process for ARRS staff
Produce induction plans and supporting documents for ARRS staff
Arrange and monitor PCN staff initial reviews and annual appraisals
Arrange and monitor PCN staff probation reviews
Arrange and monitor Clinical Lead appraisals
Allocate, monitor and manage PCN employees annual leave via Agilio TeamNet
Allocate and monitor and manage PCN employees mandatory training via Agilio TeamNet ilearn
Diary planning for clinical director, PCN Reps and HR Manager and any other connected staff as required.
Provide daily support to PCN employees
Provide daily support to PCN Clinical Director and PCN HR manager
Provide daily support to Practice Managers for PCN related matters
Provide support as needed to PCN Reps for PCN related matters
Provide support as needed to PCN Clinical leads for PCN related matters
Creating, maintaining and distributing PCN employee information packs
Providing IT support for our various systems to PCN employees as needed
Arranging training sessions for network employees
Maintaining PCN employee HR records on TeamNet
Liaising with PCN HR manager and providing appropriate acknowledgements to PCN staff in relation to absence for sickness, family bereavements, celebrations etc.
Obtaining and presenting data as required
Arrange and manage PCN events
Procure PCN promotional material
Manage PCN website
Training and personal development
Training requirements will be monitored by yearly appraisal and will be in accordance with PCN
requirements. Personal development will be encouraged and supported by the PCN. It is the individuals
responsibility to remain up to date with national guidance and seeking support when required.
You will be required to maintain continued education by attendance at courses and study days as deemed useful or necessary for professional development. If it is necessary to expand the role to include additional responsibilities, full training will be given.
Liaison
There is a requirement to work closely and communicate effectively with all clinical staff, management and admin and clerical teams to ensure the smooth running of the PCN, reporting any problems encountered to the relevant person and ensuring everyone is aware of the different roles within the PCN team. There is also the need to establish and maintain good liaison with other surgeries and agencies including secondary care. There is a lot of fielding queries and concerns and feeding back only the necessary to the wider PCN Team.
Meetings
It will be necessary to attend and contribute to various PCN meetings as required.
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, PCN staff and other healthcare workers. They may also have access to information relating to the PCN as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the PCNs may only be divulged to authorised persons in accordance with the PCN policies and procedures relating to confidentiality and the protection of personal and sensitive data
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security
as defined in the PCN Health & Safety Policy, to include:
Using personal security systems within the workplace according to PCN guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Reporting potential risks identified
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is
consistent with PCN procedures and policies, and current legislation
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by the PCN as part of this employment, such training to include:
Participation in an annual individual performance review.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality
The post-holder will strive to maintain quality within the PCN, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
Work effectively with individuals in other agencies to meet patients' needs
Effectively manage own time, workload and resources
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognize peoples needs for alternative methods of communication and respond accordingly
Contribution to the Implementation of Services
The post-holder will:
Apply (and assist with development where relevant) Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit and research where appropriate
Maintain professional registration and meet mandatory training requirements.
Record data as required by QOF
Person Specification:
Essential Desirable
Excellent communication skills Experience of working within a PCN
Excellent IT skills PA experience
Ability to produce high quality, consistent and accurate documentation Experience of working within NHS
Excellent people management skills Experience of working with indicators for NHS Quality Outcomes Framework (QOF) and Impact and Investment Fund (IIF)
Flexible and adaptable approach
Able to work independently and as part of a team
Flexible with working hours and location/s
Valid UK Driving Licence with access to a vehicle and willing to travel within the PCN area
