Job summary
If you are an enthusiastic, highly motivated individual and want to work for the NHS in a role which
is different every day, where you actively contribute to making a difference
to the lives of patients, we want to hear from you.
We are
seeking an organised, proactive administrator to support our PCN's operational
running across our five member practices. The PCN Administrator will play a
pivotal role in ensuring smooth day-to-day operations of the Primary Care
Network. This individual will provide high-quality administrative support to
the PCN Management team, ensuring accurate and
efficient organisation of meetings, projects, and maintain robust information and
communication flows across the network.
The PCN
Administrator will work closely with practice managers, healthcare
professionals, and external partners and will
be key to coordinating the
delivery of our joint working initiatives for the benefit of our patients.
They will ensure high standards of
governance across the PCN and monitor the achievement of key performance
indicators related to patient care. If
you are a strong communicator with excellent attention to detail and experience
in a busy multi-stakeholder
environment, we'd love to hear from you.
Main duties of the job
The following are the core responsibilities of the PCN Administrator in ensuring the smooth operational running of the PCN. There may, on occasion, be a requirement to carry out other tasks as directed by the PCN managers:
- Document & Information Management:
- Provide day-to-day administrative and
operational support by preparing agendas, taking minutes and tracking actions
& decisions for the Executive team and Board members.
2. Event Coordination
- Supporting the delivery of PCN-wide educational events.
3. Staff & Training Support:
- Monitoring mandatory training compliance, annual leave, assisting with recruitment, supporting new starter
inductions, and updating training records.
4. Systems & Data Management:
- Updating central systems such as monitoring shared
inboxes, collating data for reports, and organising user access to GP systems.
5. Communication & Liaison:
- Maintain effective, open communication and
engagement channels with colleagues.
- Ensure that PCN members are kept informed of news and updates related
to network activity.
- Acting as a central point of contact, liaising
with member practices, external organisations, updating PCN TeamNet pages &
drafting newsletters.
6. Project Support:
- Supporting Quality Improvement project development, enhanced access services and supporting the maintenance of Patient Participation Groups.
7. Reporting & Audits:
- Supporting data collation for contractual submission, reports and audits as required.
About us
TWNS PCN supports over 50,000 patients registered across our five practices: Church Street Medical, Mythe Medical Practice,
Newent Surgery, Staunton & Corse and West Cheltenham Medical.
Our five practices are embedded at the heart of their local communities. TWNS has excelled by fully grasping the opportunities
and strengths of the PCN model, developing a thriving multi-disciplinary team
while supporting the sustainability of the general practice model offering patients the continuity of care that is so important to long-term health
& wellbeing.
We are committed to understanding and responding proactively
to the needs of patients, supporting them to enjoy good health and striving to build
longstanding relationships with lifelong care across this broad geographical community.
TWNS PCN is home to the award-winning Health and
Wellbeing Team. This multi-disciplinary team is focused on proactive care and
making a real difference to the lives of our patient family across the PCN. The team have been asked to showcase their work regionally, nationally and
internationally.
Mythe Medical Practice, the host practice for this
role, is a CQC Outstanding practice based in the Devereux Centre, with
excellent staff facilities and is just a short walk from the beautiful town, the Abbey and riverside walks.
Come and work with us and be part of this innovative, passionate
and dynamic team, working in partnership with patients, communities and
enabling excellent patient care.
Job description
Job responsibilities
Key Role Responsibilities
-
Provide
direct support to the PCN Management Team with operational running of the
Primary Care Network.
-
Provide
administrative support to PCN Practices and Project Teams as required.
Operational coordination
-
Coordinate
operational updates with practices and the PCN leadership, ensuring information
flows are timely and accurate.
-
Monitor
deadlines and prompt action owners.
-
Support
collation of returns required by commissioners where appropriate to the role.
-
Support
staff induction and onboarding of staff working across PCN practices, including
arranging access to clinical and NHS IT systems, intranets and training. Ensure
new staff have support and supervision arrangements in place in line with the
PCNs policies.
-
Record clinical supervision arrangements for PCN staff.
-
Coordinate
logistics for PCN-wide events, training sessions, and stakeholder engagements.
-
Maintain
and update TWNS PCN TeamNet portal and topic pages.
Meetings and governance
-
Maintain,
update and follow-up progress within our PCN governance tools, such as Board
risks, actions, issues, decisions tool and the Executive planning and actions
tool.
-
Schedule
PCN meetings e.g., Board, executive and project multidisciplinary meetings,
preparing agendas with the PCN Manager, coordinate practice communications for scheduled
meetings, circulate papers, record meeting minutes, and track actions to
completion.
-
Maintain
PCN operating procedures and contact lists.
- Support
the management team in development and delivery of Protected Learning Time
(PLT) events: agenda setting, speaker liaison, venue/virtual setup,
registrations, certificate creation, and post-event action capture.
- Follow-up
actions from owners in a positive, encouraging manner and provide support where
needed to enable action closure.
Document & Presentation Preparation
-
Draft
and format documents, reports, and presentations using Microsoft Word, Excel,
and PowerPoint.
-
Create
and maintain templates for consistent communication and reporting.
-
Use
MS Forms/SurveyMonkey to capture feedback from events.
-
Draft
routine communications, PCN newsletters and service updates.
Quality Improvement (QI) project support
-
Act
as liaison for staff running QI projects across practices; maintain project
registers, milestones, risks and benefit logs.
-
Support
data collation from practices and prepare simple updates for the PCN
leadership.
-
Assist
with documenting pathways and SOPs arising from QI work.
-
Support
projects underway within the PCN, as directed by the PCN Executive by
contributing to project governance.
Workforce and Additional Roles support
-
Maintain
accurate records and statistical returns as required by the ICB or NHS England,
including supporting workforce related returns through the National Workforce
Reporting Service (NWRS) by maintaining trackers for ARRS and other PCN roles including
supervision arrangements, appraisal and review cycles as directed by the PCN
Manager.
-
Maintain
up-to-date and accurate absence reporting and training records using the
TeamNet and SystmOne platforms.
Communications and relationships
-
The
PCN Administrator should recognise the importance of effective communication
within the PCN team. They will be required to maintain positive and effective relationships
with a broad range of internal and external stakeholders.
-
Provide
a responsive point of contact for practice managers and partner organisations;
escalate issues promptly to the PCN Manager and Clinical Directors.
Information management
-
Maintain
accurate filing within shared drives; ensure data handling follows PCN protocols
and information governance policies.
Job description
Job responsibilities
Key Role Responsibilities
-
Provide
direct support to the PCN Management Team with operational running of the
Primary Care Network.
-
Provide
administrative support to PCN Practices and Project Teams as required.
Operational coordination
-
Coordinate
operational updates with practices and the PCN leadership, ensuring information
flows are timely and accurate.
-
Monitor
deadlines and prompt action owners.
-
Support
collation of returns required by commissioners where appropriate to the role.
-
Support
staff induction and onboarding of staff working across PCN practices, including
arranging access to clinical and NHS IT systems, intranets and training. Ensure
new staff have support and supervision arrangements in place in line with the
PCNs policies.
-
Record clinical supervision arrangements for PCN staff.
-
Coordinate
logistics for PCN-wide events, training sessions, and stakeholder engagements.
-
Maintain
and update TWNS PCN TeamNet portal and topic pages.
Meetings and governance
-
Maintain,
update and follow-up progress within our PCN governance tools, such as Board
risks, actions, issues, decisions tool and the Executive planning and actions
tool.
-
Schedule
PCN meetings e.g., Board, executive and project multidisciplinary meetings,
preparing agendas with the PCN Manager, coordinate practice communications for scheduled
meetings, circulate papers, record meeting minutes, and track actions to
completion.
-
Maintain
PCN operating procedures and contact lists.
- Support
the management team in development and delivery of Protected Learning Time
(PLT) events: agenda setting, speaker liaison, venue/virtual setup,
registrations, certificate creation, and post-event action capture.
- Follow-up
actions from owners in a positive, encouraging manner and provide support where
needed to enable action closure.
Document & Presentation Preparation
-
Draft
and format documents, reports, and presentations using Microsoft Word, Excel,
and PowerPoint.
-
Create
and maintain templates for consistent communication and reporting.
-
Use
MS Forms/SurveyMonkey to capture feedback from events.
-
Draft
routine communications, PCN newsletters and service updates.
Quality Improvement (QI) project support
-
Act
as liaison for staff running QI projects across practices; maintain project
registers, milestones, risks and benefit logs.
-
Support
data collation from practices and prepare simple updates for the PCN
leadership.
-
Assist
with documenting pathways and SOPs arising from QI work.
-
Support
projects underway within the PCN, as directed by the PCN Executive by
contributing to project governance.
Workforce and Additional Roles support
-
Maintain
accurate records and statistical returns as required by the ICB or NHS England,
including supporting workforce related returns through the National Workforce
Reporting Service (NWRS) by maintaining trackers for ARRS and other PCN roles including
supervision arrangements, appraisal and review cycles as directed by the PCN
Manager.
-
Maintain
up-to-date and accurate absence reporting and training records using the
TeamNet and SystmOne platforms.
Communications and relationships
-
The
PCN Administrator should recognise the importance of effective communication
within the PCN team. They will be required to maintain positive and effective relationships
with a broad range of internal and external stakeholders.
-
Provide
a responsive point of contact for practice managers and partner organisations;
escalate issues promptly to the PCN Manager and Clinical Directors.
Information management
-
Maintain
accurate filing within shared drives; ensure data handling follows PCN protocols
and information governance policies.
Person Specification
Qualifications
Essential
- Minimum GCSE English and Mathematics at Grade A-C or Equivalent Qualifications and training
Desirable
- A-Level, NVQ Level 3 Business or Higher Education Qualification
Other
Essential
- Meets DBS reference standards and criminal record checks.
- Willingness to work flexible hours when required to meet work demands.
- Access to own transport.
- Ability to travel across the PCN as required.
Personal qualities and attributes
Essential
- High level of effective written and verbal communication skills.
- Ability to work flexibly and enthusiastically within a team.
- Be proactive, reliable and committed to equitable, high quality patient care across TWNS practices.
- Ability to maintain effective working relationships and promote collaborative practice with colleagues, demonstrate personal accountability, resilience and work calmly under pressure.
- Ability to organise, plan and prioritise using own initiative.
- Be diplomatic, show professional integrity: reliable, discreet, trustworthy; exercise sound judgement, escalate concerns appropriately and able to empathise with differing opinions.
- Be inclusive and compassionate.
Skills and knowledge
Essential
- Ability to work using own initiative within a busy environment, taking personal responsibility for delivery, organising, prioritising workload with a detail orientated approach.
- Strong organisational skills, including planning, prioritising, time management and accurate record keeping.
- Excellent communication skills, verbal and written, with the ability to adjust communication style and content to suit the audience.
- A general knowledge of the importance of good governance within healthcare, management of decisions, risks and actions in a timely and robust fashion.
- Able to promote cohesive teamwork.
- Knowledge of, and ability to work to policies and procedures respecting confidentiality, safeguarding, lone-working, data security & health and safety.
- Understanding of, and commitment to, equality, diversity, and inclusion across the PCN.
Desirable
- Knowledge of the relationship between practices and PCNs, Primary Care and the environment in which they operate.
- Curious and improvement-oriented: seeks efficiencies, standardises templates/SOPs, and supports QI methodologies.
Experience
Essential
- Experience of working within an office/ administrative environment.
- Experience providing administrative support for meetings including effective minute taking and recording, setting agendas and following up actions.
- Experience of working within multi-professional team environments.
Desirable
- Experience of administration duties in a busy care setting, using a clinical system (preferably SystmOne).
- Experience of data collection, analysis and presentation of data using tools to measure the impact of services.
- Experience in project support, events coordination and delivery.
- Understanding and knowledge in using MS Forms, Canva and SurveyMonkey.
Person Specification
Qualifications
Essential
- Minimum GCSE English and Mathematics at Grade A-C or Equivalent Qualifications and training
Desirable
- A-Level, NVQ Level 3 Business or Higher Education Qualification
Other
Essential
- Meets DBS reference standards and criminal record checks.
- Willingness to work flexible hours when required to meet work demands.
- Access to own transport.
- Ability to travel across the PCN as required.
Personal qualities and attributes
Essential
- High level of effective written and verbal communication skills.
- Ability to work flexibly and enthusiastically within a team.
- Be proactive, reliable and committed to equitable, high quality patient care across TWNS practices.
- Ability to maintain effective working relationships and promote collaborative practice with colleagues, demonstrate personal accountability, resilience and work calmly under pressure.
- Ability to organise, plan and prioritise using own initiative.
- Be diplomatic, show professional integrity: reliable, discreet, trustworthy; exercise sound judgement, escalate concerns appropriately and able to empathise with differing opinions.
- Be inclusive and compassionate.
Skills and knowledge
Essential
- Ability to work using own initiative within a busy environment, taking personal responsibility for delivery, organising, prioritising workload with a detail orientated approach.
- Strong organisational skills, including planning, prioritising, time management and accurate record keeping.
- Excellent communication skills, verbal and written, with the ability to adjust communication style and content to suit the audience.
- A general knowledge of the importance of good governance within healthcare, management of decisions, risks and actions in a timely and robust fashion.
- Able to promote cohesive teamwork.
- Knowledge of, and ability to work to policies and procedures respecting confidentiality, safeguarding, lone-working, data security & health and safety.
- Understanding of, and commitment to, equality, diversity, and inclusion across the PCN.
Desirable
- Knowledge of the relationship between practices and PCNs, Primary Care and the environment in which they operate.
- Curious and improvement-oriented: seeks efficiencies, standardises templates/SOPs, and supports QI methodologies.
Experience
Essential
- Experience of working within an office/ administrative environment.
- Experience providing administrative support for meetings including effective minute taking and recording, setting agendas and following up actions.
- Experience of working within multi-professional team environments.
Desirable
- Experience of administration duties in a busy care setting, using a clinical system (preferably SystmOne).
- Experience of data collection, analysis and presentation of data using tools to measure the impact of services.
- Experience in project support, events coordination and delivery.
- Understanding and knowledge in using MS Forms, Canva and SurveyMonkey.
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.
