Job summary
This is an exciting opportunity to help develop this new role.
The
Primary Care Network Administrator/Coordinator provides comprehensive
administrative and organisational support across North Shields Health Hub,
combining secretarial duties with strong IT skills. The role involves managing
rotas, coordinating Enhanced Access sessions, and ensuring smooth day-to-day
operations. The postholder will also lead and support administrative staff,
maintain efficient systems and processes, and help drive effective
communication and collaboration. As one of the core responsibilities of this
position is to manage the Enhanced Access service, the postholder will be
required to work during Enhanced Access shifts on a rotational and ad-hoc basis.
Strong organisational, leadership, and IT abilities are essential for success
in this role.
Main duties of the job
Provide comprehensive administrative and secretarial support to the Management and Health Hub Clinical teams, ensuring the smooth coordination of meetings, communications, and day-to-day operations. Oversee staff rotas and Enhanced Access scheduling, maintaining accurate records and ensuring effective service coverage. Support operational delivery by managing office systems, resources, and reporting processes, including the collection and analysis of clinical and performance data. Supervise and support the administrative team, promoting efficient workflows and collaboration. Act as a point of contact for IT queries and assist with digital systems management. Maintain clear communication across teams and uphold high standards of governance, confidentiality, and data protection.
About us
North Shields Primary Care Network is a group of five GP Practices in North Shields who are working together with other health and social care providers and the voluntary sector with the aim of continually improving our community services in a sustainable way, that really makes a difference to the health and wellbeing of people living in North Shields and the surroundings areas. We have a collective list size of around 61,000 patients.
Shields Health Hub is our PCN base, recently refurbished providing additional clinical and admin space for our member practices as well as working alongside District nursing and Talking Therapies. We are also home to a community garden which is managed by a dedicated team of volunteers.
Job description
Job responsibilities
Administrative and Secretarial Support
- Provide efficient administrative and secretarial support to the PCN management team and Health Hub Clinical team.
- Prepare and distribute correspondence, agendas, minutes, and reports accurately and within deadlines.
- Manage incoming communications, responding to routine queries and escalating complex matters appropriately.
- Schedule and coordinate meetings, appointments, and events, ensuring required documentation and resources are available.
Rota and Enhanced Access Coordination
- Maintain and update staff rotas to ensure appropriate coverage across the Health Hub.
- Coordinate Enhanced Access sessions, liaising with appropriate personnel to confirm clinicians, locations, and patient appointments.
- Communicate changes to rotas promptly and ensure all affected staff are informed.
- Support workforce data collection, including attendance monitoring and sessional reporting.
Operational and Organisational Support
- Assist in the smooth day-to-day running of the Health Hub operations, proactively identifying and resolving administrative issues.
- Develop and maintain efficient office systems and procedures to support service delivery.
- Support the implementation and monitoring of projects and service developments.
- Maintain records of service activity, helping to track progress against agreed objectives and outcomes.
- Manage supplies and resources, ensuring cost-effective use and timely replenishment.
- Provide reception cover as required, ensuring a professional and welcoming service for patients and visitors.
Clinical Reporting and Information Management
- Collect, collate, and present clinical and operational data to support reporting requirements.
- Produce regular reports and summaries for meetings, highlighting key trends, outcomes, and areas requiring action.
- Ensure accuracy and completeness of data entered into clinical and administrative systems (e.g S1, AccuRx, or other platforms).
- Assist with audit preparation and data validation for clinical performance indicators and Enhanced Access activity.
- Support analysis of patient access, activity levels, and workforce utilisation, presenting findings in a clear, structured format.
Staff Support and Team Coordination
- Provide day-to-day supervision, guidance, and support to administrative staff within the hub.
- Contribute to induction, training, and ongoing development of admin team members.
- Promote teamwork and effective communication within the administrative group and wider multidisciplinary team.
- Help ensure consistency and quality in administrative processes.
IT and Systems Management
- Act as the first point of contact for basic IT issues and system queries, offering support to staff.
- Liaise with external IT support and digital leads to resolve technical problems efficiently.
- Maintain user accounts, shared drives, and digital communication tools (e.g., MS Teams, Outlook).
- Support system upgrades, digital initiatives, and process improvements.
- Promote and maintain good digital practice, ensuring compliance with data protection standards.
Communication and Liaison
- Foster clear and effective communication with clinicians, practice managers, and external partners.
- Support the coordination of communications, newsletters, and operational updates.
- Represent the administrative team at internal meetings and share relevant information with colleagues.
- Ensure that key messages and reporting outputs are presented clearly and professionally.
Governance and Data Protection
- Ensure all work complies with data protection, confidentiality, and information governance requirements.
- Support the collection and submission of data required for audits, monitoring, and performance reviews.
- Maintain records and documentation in line with PCN and NHS policies.
Job description
Job responsibilities
Administrative and Secretarial Support
- Provide efficient administrative and secretarial support to the PCN management team and Health Hub Clinical team.
- Prepare and distribute correspondence, agendas, minutes, and reports accurately and within deadlines.
- Manage incoming communications, responding to routine queries and escalating complex matters appropriately.
- Schedule and coordinate meetings, appointments, and events, ensuring required documentation and resources are available.
Rota and Enhanced Access Coordination
- Maintain and update staff rotas to ensure appropriate coverage across the Health Hub.
- Coordinate Enhanced Access sessions, liaising with appropriate personnel to confirm clinicians, locations, and patient appointments.
- Communicate changes to rotas promptly and ensure all affected staff are informed.
- Support workforce data collection, including attendance monitoring and sessional reporting.
Operational and Organisational Support
- Assist in the smooth day-to-day running of the Health Hub operations, proactively identifying and resolving administrative issues.
- Develop and maintain efficient office systems and procedures to support service delivery.
- Support the implementation and monitoring of projects and service developments.
- Maintain records of service activity, helping to track progress against agreed objectives and outcomes.
- Manage supplies and resources, ensuring cost-effective use and timely replenishment.
- Provide reception cover as required, ensuring a professional and welcoming service for patients and visitors.
Clinical Reporting and Information Management
- Collect, collate, and present clinical and operational data to support reporting requirements.
- Produce regular reports and summaries for meetings, highlighting key trends, outcomes, and areas requiring action.
- Ensure accuracy and completeness of data entered into clinical and administrative systems (e.g S1, AccuRx, or other platforms).
- Assist with audit preparation and data validation for clinical performance indicators and Enhanced Access activity.
- Support analysis of patient access, activity levels, and workforce utilisation, presenting findings in a clear, structured format.
Staff Support and Team Coordination
- Provide day-to-day supervision, guidance, and support to administrative staff within the hub.
- Contribute to induction, training, and ongoing development of admin team members.
- Promote teamwork and effective communication within the administrative group and wider multidisciplinary team.
- Help ensure consistency and quality in administrative processes.
IT and Systems Management
- Act as the first point of contact for basic IT issues and system queries, offering support to staff.
- Liaise with external IT support and digital leads to resolve technical problems efficiently.
- Maintain user accounts, shared drives, and digital communication tools (e.g., MS Teams, Outlook).
- Support system upgrades, digital initiatives, and process improvements.
- Promote and maintain good digital practice, ensuring compliance with data protection standards.
Communication and Liaison
- Foster clear and effective communication with clinicians, practice managers, and external partners.
- Support the coordination of communications, newsletters, and operational updates.
- Represent the administrative team at internal meetings and share relevant information with colleagues.
- Ensure that key messages and reporting outputs are presented clearly and professionally.
Governance and Data Protection
- Ensure all work complies with data protection, confidentiality, and information governance requirements.
- Support the collection and submission of data required for audits, monitoring, and performance reviews.
- Maintain records and documentation in line with PCN and NHS policies.
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths (Grade C/4 or above).
Personal Qualities
Essential
- Proactive and self-motivated, with a flexible and solution-focused approach.
- Strong interpersonal skills and the ability to work collaboratively within a multidisciplinary team.
- Commitment to maintaining high standards of service delivery and continuous improvement.
Experience
Essential
- Proven experience in an administrative or secretarial role within a healthcare, public sector, or similarly complex organisation.
- Experience managing rotas, scheduling, and coordinating meetings or events.
- Demonstrated experience in data management, reporting, or using clinical/administrative systems (e.g. SystmOne, AccuRx, etc).
Person Specification
Qualifications
Essential
- GCSEs (or equivalent) in English and Maths (Grade C/4 or above).
Personal Qualities
Essential
- Proactive and self-motivated, with a flexible and solution-focused approach.
- Strong interpersonal skills and the ability to work collaboratively within a multidisciplinary team.
- Commitment to maintaining high standards of service delivery and continuous improvement.
Experience
Essential
- Proven experience in an administrative or secretarial role within a healthcare, public sector, or similarly complex organisation.
- Experience managing rotas, scheduling, and coordinating meetings or events.
- Demonstrated experience in data management, reporting, or using clinical/administrative systems (e.g. SystmOne, AccuRx, etc).
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.
