PCN Support Officer

Job description

Job responsibilities

Administrative Support

To co-ordinate the PCN Administrative requirements and having oversight of the Administration Assistants workload

Provide basic IT support to the PCN team as required

Stock take and tracking and logging of PCN assets

Ensure all ARRS Team EMIS Appointment books are accurate and set up appropriately on EMIS

Liaise with the ARRS teams to ensure any changes in working patterns, annual leave, sickness etc are all reflected on EMIS

Manage and update cross organisational caseload appointment books on the shared clinical system

Any other admin support for the PCN team as required

Assist with the general day to day support of staff

Project planning and delivery

Assist with planning and delivery of PCN projects, including but not limited to Organisational development, DES and IIF related work and the COVID vaccination programme

HR Support

To place job adverts and manage the recruitment process of staff within the PCN including, organising shortlisting, interviews and processing job offers

Complete the pre-employment checks for all new staff ensuring that they meet all criteria and escalating it when required

Ensuring that there is a register of all staff and the statutory checks and records such as certifications, professional registrations, DBS checks etc are all up to date

Assist with the induction of new staff

Ensure that personnel records and teamnet records are kept up to date at all times

Perform new starter inductions including registering on clinical systems and all necessary software

Manage the process of recording sickness absence and annual leave

Ensure the PCN team Statutory and Mandatory training is up to date and recorded correctly

Produce the Payroll information monthly and work with our payroll bureau to ensure all staff are paid correctly and on time

Finance support

Be responsible for accurate and timely PCN ARRS reimbursement claims and invoicing on a monthly basis

Deputise for the Business Manager when required to ensure invoices are paid, and PCN Finances are kept in order

Managing communications

Develop and maintain good relationships with all stakeholders involved in the PCN

Manage the PCN Promotions ensuring that the Administration Assistant is putting on regular Facebook posts and that all other media including social media, newspapers and radio stations, staff, partner and public communications, including the PCN newsletter are updated regularly with key projects or news items from the PCN

Supporting meetings

Schedule meetings - including MS teams.

Record minutes and actions from monthly PCN Board meetings and Manager meetings

Keep PCN Board action tracker up to date and ensure that actions are completed in a timely manner.

Send invitations and agendas for Patient Locality Meetings.

Send invitations for PCN Care Home MDT meetings

Organise PCN MDT team meetings and ensure actions are completed

Other

Ensure that the health, safety and welfare of themselves and others affected by their actions or omissions is considered at all times.

Ensure that the confidentiality of all PCN materials, practice information and, where applicable, patient and staff identifiable information is dealt with in accordance with PCN, practice and legal data management requirements

Attend training, courses, meetings relevant to this post and the primary care network development.

1. Working in a wider team

Develop positive and professional working relationships with colleagues.

2. Code of Conduct

The post holder must comply with the code of conduct as laid down in the Employees Handbook.

3. Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, including:

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.

4. 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 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 PCN policies and procedures relating to confidentiality and the protection of personal and sensitive data.

5. Data Protection - GDPR

All employees must adhere to the PCN Policy on the Protection and use of Personal Information, which provides guidance on the use and disclosure of information. The PCN also has a range of policies for the use of computer equipment and computer-generated information. These policies detail the employees legal obligations and include references to current legislation. Copies of the policy on the protection and use of personal information, and other information technology, can be found in the PCN policies and procedures manual.

6. Risk Management

The post-holder will be responsible for adopting the risk management culture and ensuring that they identify and assess all risks to the systems, processes and environment and report such risks for inclusion within the PCN risk register.

Attend mandatory and statutory training, report all incidents/accidents, including near misses, and report unsafe occurrences

7. Personal/Professional Development

The post-holder will participate in any training programme implemented by the Network as part of this employment, such training including:

Participation in an annual individual Appraisal and Development Review, including taking responsibility for maintaining a record of own personal and or professional development.

Participation in Practice Learning sessions as appropriate.

Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others.

The jobholder will be encouraged to develop personal and professional skills.

8. Quality

The post-holder will strive to maintain quality within the PCN, and will:

Alert other PCN 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.

9. Communication:

The post-holder should recognize the importance of effective communication within the team and will:

Communicate effectively and respectfully with colleagues, patients and carers.

Recognise peoples needs for alternative methods of communication and respond accordingly.

External communication will be with patients NHS bodies, and other GP practices and service providers.

10. Health and Safety

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

11. Other Duties

There may be a requirement to undertake other duties as may reasonably be required to support the Practices. These may be based at other the Practice managed locations.

Person Specification

Experience

Essential

• At least 3 years experience of administrative duties in a busy office role with areas of responsibility and accountability.
• Experience of working as part of a team

Desirable

• Experience of working with the NHS

Judgement and Decision Making

Essential

• Comfortable working to agreed objectives/duties
• Ability to work without direct supervision

Flexibility

Essential

• Flexible approach to undertaking a wide variety of tasks
• Flexible with regard to working hours, e.g. holiday and sickness cover
• Interested in learning new skills/taking on new challenges

Desirable

• Able to undertake training outside of standard working hours if required

Skills

Essential

• Well organised with the ability to prioritise and multi-task
• Willingness to adapt to change and pick up new skills
• Ability to work as part of a team and develop good working relationships with colleagues and stakeholders
• Good written communication skills
• Good verbal communication skills ability to deal with people in person
• and on the telephone within a diverse community
• Good IT Skills in Microsoft Office: Word, Excel, Outlook, Internet
• Ability to solve basic IT issues

Desirable

• Ability to write promotional reports and articles for publication
• Experience of use of the EMIS clinical system

Qualifications

Essential

• Educated to A level standard and has GCSE pass in English and Maths - or equivalent.

Desirable

• Demonstration of Continued Professional Development

Knowledge

Essential

• Understanding the necessity for confidentiality
• Understanding of personal responsibility regarding Health and Safety

Desirable

• Understanding of General Practice

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

Leek and Biddulph PCN

Address

Biddulph Primary Care Centre

Wharf Road

Biddulph

Stoke-on-trent

ST8 6AG