PCN Operations and Digital Care Coordinator

Job description

Job responsibilities

The post holder will work across all PCN practices and as part of the wider multi-disciplinary PCN team to support efficient operational delivery.

Help monitor, assess and review day-to-day operations to support efficient and effective PCN functioning.

Support the PCN with day to day digital support, including but not limited to setting up new user accounts, clinical templates, appointment schedules and supporting PCN staff in resolving digital problems.

Support the PCN with audits of services, contributing to service improvement and reporting requirements for the Governance Committee and other PCN meetings.

Produce and run regular operational, performance and activity reports for the Operational lead to support planning and decision-making.

Provide administrative support to the PCN Board and PCN Governance Committee and other meetings as required.

Work with the Clinical Director and Business Manager to support agenda planning and meeting preparation.

Attend meetings, take accurate formal minutes, and maintain up-to-date action logs.

Coordinate production and submission of meeting papers, ensuring deadlines are met.

Assist with the forward planning of governance meetings across the year.

Build good working relationships across practices to support coordinated delivery of PCN activity.

Demonstrate flexibility and adaptability to meet changing priorities within a dynamic operational environment.

Provide telephone cover during annual leave, sickness or peak demand periods, including answering incoming calls, booking appointments, taking messages and signposting patients appropriately

Assist in the coordination of MDT meetings, including preparation, minute-taking where required, and the tracking and follow-up of agreed actions

Take responsibility for reviewing staff training compliance, ensuring all mandatory and role-specific training is completed, up to date, and that all certificates are recorded and logged accurately

Monitor the finance inbox, ensuring invoices are identified promptly and accurately added to the payment tracker for review and payment

Process service claims and invoices accurately and in a timely manner

Maintain and update staff contact lists, distribution groups and communication records to ensure information remains accurate and up to date

Communication and Relationship Skills

Act as a consistent point of contact for PCN colleagues, providing timely operational information and supporting coordination of activities.

Coordinate and attend PCN meetings, providing clear feedback and updates as required.

Record, minute and monitor outcomes and actions from meetings in line with governance standards.

Maintain effective working relationships with practice teams, PCN staff and external partners to support joined-up working.

Communicate professionally, including handling difficult or sensitive information when required.

Person Specification

Knowledge and Understanding

Essential

• - Understanding of Primary Care, GP practices or the wider NHS landscape
• - Understanding of how multi-practice or multi-organisation working operates
• - Knowledge of operational processes, administration workflows or service coordination
• - Effective communicator
• - Understanding of confidentiality, information governance and data handling principles

Desirable

• - Understanding of PCN governance, DES requirements or NHS programme delivery
• - Awareness of performance metrics, dashboards or organisational reporting

Experience

Essential

• - Experience supporting operational, administrative or business functions
• - Experience in working within a GP practice or primary care setting
• - Experience managing competing workloads and working independently
• - Experience of partnership or collaborative working across multiple teams or organisations
• - Experience collecting data, producing reports or supporting audit processes
• - Experience supporting formal meetings, including preparing agendas and taking minutes
• - Experience using Excel, Visio or similar tools for planning, mapping or reporting
• - Full driving licence and access to a vehicle, with ability to travel across locality where required

Desirable

• - Experience of implementing or supporting service improvements
• - Experience in an NHS, local government or similar public-sector environment
• - Experience working in a role with governance, compliance, reporting or project coordination responsibilities

Qualifications

Essential

• - GCSE grade A* to C (9-4) in English and Maths or equivalent
• - NVQ Level 3, Advanced level administrative qualification or equivalent
• - Demonstrable commitment to professional and personal development

Desirable

• - Willingness to work towards further educational qualifications required for the role.

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

Folkestone Hythe and Rural PCN

Address

Office 10

3-5 Portland House

Hythe

Kent

CT21 6EG

Employer's website

https://www.fhrpcn.co.uk/ (Opens in a new tab)