East Lindsey PCN Administrator

Job description

Job responsibilities

PRIMARY DUTIES AND AREAS OF RESPONSIBILITIES (Full-time 37.5 hours per week)

1. PRIMARY DUTIES AND AREAS OF RESPONSIBILITIES

a) Main Duties

The PCN Administrator is required to:

Organise meeting venues, schedules and circulate agendas in a timely manner.

Answering calls, taking messages and handling correspondence.

Minute-taking and following up from meetings and general administrative support with preparing correspondence.

Typing, preparing and collating reports.

Collating data from across the PCN practices.

Keep records for audit purposes and participate in audits.

Provide a point of contact for the PCN Practice Leads and Practice Managers.

Liaising with practices in producing patient communications (print and electronic media)

Promote joint working and administrative efficiency.

To organise workload and co-ordinate your activities with other stakeholders.

Setting up conference calls, arrange meetings and produce agendas and minutes.

Collating opinions of local stakeholders.

Planning learning events and co-ordinate PCN staff training.

To organise workload and co-ordinate your activities with other medical professionals to ensure that an efficient service is provided.

To provide administrative support to the PCN clinical team as necessary.

Responsible for organising, updating, and maintaining the filing systems, both manual and electronic and to maintain a bring forward system where appropriate. To be aware and work within the confines of data protection, Caldicott guidelines and confidentiality at all times. To be responsible for recording information electronically, ensuring quality and accuracy of data.

Assist PCN Manager with Recruitment and HR tasks.

b) Other Duties

To be aware and work within the confines of data protection, confidentiality and Caldicott guidelines at all times when relaying data verbally or written in terms of patients notes/correspondence.

To prioritise urgent and routine correspondence, queries, typing and telephone calls.

Resolve queries coming into the department from external sources, this may include dealing with GPs, and other external sources under supervision of the PCN manager and Clinical Services Lead.

Maintain quality in own work.

Works within relevant policies and comments regarding improving services.

Ordering stock and materials for meetings and events.

Co-operate fully in the introduction of new technology and new methods of working.

To report all incidents involving accidents and complaints ensuring that the necessary appropriate documentation is completed under supervision of - line manager.

c) Communication and relationships

The PCN Administrator will be required to maintain positive relationships with a broad range of internal and external stakeholders. This includes but is not limited to:

Participating in relevant internal and external working groups and initiatives to provide information to inform the development and delivery of the PCNs strategic objectives.

Work collaboratively across organisations to develop and implement project management processes and data collection systems that will provide accurate and timely data.

Communicate information and issues, including briefings and reports to support the development of the PCN.

d) Functional responsibilities

The PCN Administrator is required to:

To produce, review and circulate all documents required for meetings.

Minute meetings where required. Drawing up action points, circulating and chasing outcomes.

Managing and appropriately distributing mail via an NHS email account.

Supporting PCN members with all other reasonable administration requests.

HR support to the PCN staff as directed by the PCN Manager.

e) Information management

The PCN Administrator is required to:

Carry out timely and accurate information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner.

Develop and maintain electronic systems and/or databases required for the role.

Support any communication systems, including websites and social media with the PCN IT communications administrator.

Maintain all administrative and information resources.

f) Competencies

Sound knowledge of Windows and MS Office

Awareness of data security requirements

IT literate

Good verbal and written communication skills

Problem solving skills

Flexible approach, team player, good sense of humour

2. CONFIDENTIALITY

The post holder may have access to confidential information relating to patients, their carers, practice 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 PCN may only be divulged to authorised persons in accordance with the employing practices policies and procedures relating to confidentiality and the protection of personal and sensitive data.

3. HEALTH & SAFETY

The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the PCN employing practices Health & Safety Policy.

4. 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 recognises the importance of peoples rights, interpreting them in a way that is consistent with the practice procedures and policies and current legislation.

- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

This job description is not exhaustive and may be reviewed in the light of changing organisational and service needs. Any changes will be fully discussed with the successful applicant. The post holder may also be required to carry out other work appropriate to the grade of the post.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• Previously worked in Administration
• Some experience of accounts/finance
• Ability to work in team and alone

Desirable

• Experience of working in Primary Care

Employer details

Employer name

East Lindsey Primary Care Network

Address

Woodhall Spa New Surgery

The Broadway

Woodhall Spa

Lincolnshire

LN10 6SQ

Employer's website

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