PCN & Mental Health Service Administrator

Job description

Job responsibilities

Provide administrative assistance to the Network Liaison Manager in relation to daily work streams and deadlines to implement the PCN strategic plan and delivery of projects.

Supporting, checking and problem solving for EMIS appointments system for ARRS roles.

Receive and respond to telephone calls, e-mails and correspondence and deal with where possible, using a measure of independence, judgement and initiative.

Take minute at meetings when required.

Provide project support as and when required to senior staff.

Develop protocols for own areas of work and suggest improvements to company procedures where appropriate.

Ensure PCN services run in line with service specifications, highlighting any issues or concerns to relevant senior staff as appropriate.

Provide day-to-day administrative and operational support on specific projects, exercising initiative.

Ensure all filing is completed promptly and in-line with information governance standards and all electronic folders are maintained.

General Administrative tasks for PCNs, including photocopying, filing, laminating, scanning, shredding and binding of documents.

Support the development of office systems for the PCNs.

Assist in providing training to new staff as required in own areas of work and assist in the recruitment and induction of new staff.

Undertake audit as required, ensuring appropriate documentation is readily available.

Deal confidently and effectively with enquires.

Provide regular updates to the management team as and when required.

Liaise with, support, and engage with Practices as required.

Maintain effective, open communication and engagement channels with colleagues.

Support administrative requirements for the PCNs, ensuring that PCN members are kept informed of news and updates related to network activity.

Undertake audit as requested, ensuring appropriate documentation is readily available.

Travel independently throughout South Tyneside when required.

Act as an initial point of contact for patients who are attending the for planned face-to-face appointments and visitors to the building.

Responsible for the provision of day-to-day admin support to the Primary Care Mental Health Team.

Answering the service phoneline

Deal appropriately to requests for appointments, medication, and any queries.

Monitoring and management of the team generic email inbox and actioning requests appropriately as per procedures in place.

Comprehensive use of the clinical system to ensure all requirements of the post are fulfilled.

To be responsible for all aspects of administration, working to deliver an effective and efficient services for patients and practices.

Respond to and deal with any issues that arise, escalating to the Manager as necessary.

Work on own initiative, seeking advice and guidance when required.

To provide admin support to other workstreams of the organisation, as required

Person Specification

Experience

Essential

• At least 2 years experience of working within an office environment
• Experience of working in Primary Care
• Extensive Experience of using EMIS Web
• Experience of providing administrative support for meetings, including minute taking, agenda setting and management of actions

Desirable

• Experience of providing Administrative support for a number of projects simultaneously
• Experience of building templates and running searches on EMIS Web

Qualifications

Essential

• GCSE Grades A-C for Maths and English or equivalent

Desirable

• Level 3 NVQ in a related subject

Personal Quality and Disposition

Essential

• Able to work with initiative but seek guidance and help where appropriate
• Willingness to work flexibly
• Supportive of Practices and team members

Knowledge and Skills

Essential

• Good working knowledge of Microsoft Office Programmes including Word, Excel and PowerPoint
• Understanding of Primary Care Networks
• Excellent written and verbal communication skills
• Excellent organisational skills
• Attention to detail
• Ability to manage conflicting workloads of Managers
• Comfortable and confident working with colleagues at all levels
• Proven Team membership skills

Desirable

• Some knowledge of other NHS Organisations

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

South Tyneside Health Collaboration

Address

Stanhope Parade Health Centre

Gordon Street

South Shields

NE33 4JP

Employer's website

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