Job responsibilities
Please see attached for full job description
The main duties of the role include:
MAIN PURPOSES
To provide support to the Digital and Transformation Manager in project work, and in the running of key systems and procedures such as performance, accounts, IT, TeamNet and health and safety.
To be responsible for the promotion, monitoring and documentation of performance and quality standards within the PCN, using IT and manual solutions under the direction of the Digital and Transformation Manager. To become familiar with all relevant aspects of the clinical software system.
To manage data quality issues, providing support and guidance to PCN staff in the use of the clinical system to promote quality achievement.
To undertake specific assigned tasks, project support, or development / change work which may arise from time to time.
The post-holder will need to become familiar with all functions of the clinical system and their applications, plus national and local quality standards for primary care.
The post holder will be aware of the various statutory requirements and will assist in implementation as directed by the Digital and Transformation Manager. There is a need to work closely with clinical staff to ensure the smooth running of the Network, reporting any problems encountered to the relevant person.
Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the practice. It is the individuals responsibility to remain up to date with recent developments.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Performance and Finance
- To provide, collect and collate statistics towards the preparation of performance areas within the PCN.
- Use statistical data to prepare reports and presentations for the PCN and Practices.
- Interrogate the clinical systems to obtain specific data as required by the Digital and Transformation Manager.
- To work within the clinical computer system to improve data quality, using the expertise of other data staff where appropriate.
- A system is in place for recording and invoicing for payments due to the practice.
- To provide ordering and stock control for practice equipment and sundries.
Project and IT support
- Support the Digital and Transformation Manager and clinical team in setting up new projects and service provisions.
- Support with the procurement and implementation of new IT systems.
- Arrange project meetings, take minutes and collate metric data to measure improvement.
- Upload important information onto TeamNet and share with wider team.
- Support and train colleagues on use of IT systems.
- Liaise with relevant staff to sort out IT issues or set up new IT equipment.
- Support clinical staff with arranging maintenance of equipment.
Management Support/PCN Organisation
- Taking messages for the Senior team and responding appropriately according to its importance and priority.
- To collate and maintain the staff sickness and annual leave records.
- To manage the training log and training sessions for the practice team.
- Promotion of good staff relations.
- To arrange regular and ad-hoc meetings as required, ensuring that all delegates are notified in ample time, co-ordinating and adjusting appointments where clinicians are attending, distributing agendas, taking minutes, preparing meeting rooms and organising food as required and ensuring follow-up action is undertaken.
- Ensure that any necessary repairs or maintenance works which are identified are reported promptly and dealt with for action.
- To support the management team in any management consultancy projects undertaken.
- To help develop policies and procedures within the PCN.
- Dealing with patients, and contacts within the NHS and other practices, both in person and on the telephone.
- Administration cover for absences and help with extra-ordinary workloads.
- Occasional cover of reception desk
- Occasional administration support for covid vaccination programme
Patient Welfare
- In conjunction with the management team be the first contact for enquiries and complaints from patients, effectively and efficiently to promote patient satisfaction.
- Ensure that the Practice Complaints Procedure is always adhered to, including timely response to formal complaints.
- Assist with planning, development and implementation of systems and procedures to ensure adequate provision of services to patients, including patient advice and information.
- Assist with planning, development, and implementation of changes necessary to meet new demands on the practice from internal and external sources.
Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:
- Using personal security systems within the workplace according to practice 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 keeping them free from hazards.
- Actively reporting health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.
- Undertaking periodic infection control training (minimum annually).
- Reporting potential risks identified.
- Demonstrate due regard for safeguarding and promoting the welfare of children.
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 practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
- Behaving in a manner that 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 practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others.
This role is a developmental position, and the jobholder will be encouraged to develop personal and business skills.
Quality
The post-holder will strive to maintain quality within the practice, 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 recognise the importance of effective communication within the team and will:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Most instruction and communication of activity will be via the Digital and Transformation Manager.
External communication will be with patients, Clinical Commissioning Groups and other NHS bodies, and other GP practices and service providers.
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, practice staff and other healthcare workers. They may also have access to information relating to the practice 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 practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Notes This is not intended to be an exhaustive list of responsibilities, and it is expected that the successful applicant will participate in a wide range of activities.