Job summary
This
exciting opportunity will involve working closely with the federation
management and clinical team; GP Practices; and PCNs to ensure the effective delivery
of clinical services and the smooth running of the federation office and
supporting meeting structure.
Job Title
Office
Administrator
Organisation
Charnwood
GP Network Limited
Salary Range
£25,000 (Pro
Rata)
Hours
Minimum of
24 hours spread across 4 days
Responsible to
Head of HR
and Contracts
Accountable
to
Head of HR
and Contracts
Base
Rosebery
Medical Centre (Loughborough)
Main duties of the job
The main elements to the role are:-
1. Proactively manage administrative tasks and co-ordinate activities across the four Primary Care Networks alongside the Head of PCN Development
2. Organise, attend, minute, and produce action plans for the Federation board and other meetings
3. Support the Head of HR and Contracts with recruitment and ongoing HR processes e.g. Recruitment, advertising and organising interviews, maintaining HR files, annual Leave, organising performance reviews, staff appraisals and clinical supervision
4. The post holder will provide administrative support for the Managing Director, Medical Director, Head of HR, Head of PCN Development and PCN Clinical Directors
5. Assist in the organisation of events such as Protected Learning Times, Staff events, Training events
6. Assist with data input into spreadsheets to monitor the delivery of clinical services and process referrals for at scale working
7. Assist and liaise with GP practices and other health and social care organisations to organise Multidisciplinary Team Meetings (MDTs)
8. Assist with general office duties to include ordering stationery, IT accounts and equipment
About us
Charnwood GP Network is a federation of 21 General Practices covering the localities of North and South Charnwood in West Leicestershire. The network encompasses 4 Primary Care Networks (PCNs) which work together collaboratively as part of the federation.
We aim to improve the health and well-being of our population and to ensure the delivery of best practice patient-care by:
- Improving the integration and co-ordination of patient services to make them more effective and efficient and to provide a better experience for patients
- Improving the quality of primary care services and reducing variation in service delivery and inequalities in patient outcomes
- Supporting practices in primary care by helping them come together to share resources and make better use of their skilled workforce
Our Values
- Respected
- Reflective
- Good employer
- Innovative
- Forward looking
- Collaborative
- Supportive
- Trusted
Job description
Job responsibilities
Overall
Responsibilities
Co-ordinate meetings across the Federation and PCNs and all
associated paperwork to include:
Agenda
Setting
Preparing
minutes
Updating
action logs
Distribution
of papers
Organise Protected Learning Events, training events and
co-ordinate speakers
Diarise appointments/meetings for the Management and Clinical
Leadership team
Meet with the Senior Management team regularly to prioritise tasks
Recruitment and all HR administration
Administration
of Clinical Supervision
Manage meeting room bookings
To electronically file administrative documentation and generally
maintain the electronic filing system
Deal confidentially, efficiently and politely with enquiries,
including answering the office phone and signposting queries
Carry out web
based and publications research
To produce a high standard of work at all times, in
particular when working under pressure, in order to meet deadlines.
To liaise with all levels of staff to ensure effective
communication is maintained
To assist and support the facilitation and organisation
of key stakeholder events and workshops
To assist in the provision of accurate and timely
information for commissioned services
To manage own workload on a day to day basis and
prioritise work to meet deadlines
Ordering
of stationary, IT accounts and equipment
Rota
management
Processing
referrals for at scale working
Organisation
and processing of Federation post
Job description
Job responsibilities
Overall
Responsibilities
Co-ordinate meetings across the Federation and PCNs and all
associated paperwork to include:
Agenda
Setting
Preparing
minutes
Updating
action logs
Distribution
of papers
Organise Protected Learning Events, training events and
co-ordinate speakers
Diarise appointments/meetings for the Management and Clinical
Leadership team
Meet with the Senior Management team regularly to prioritise tasks
Recruitment and all HR administration
Administration
of Clinical Supervision
Manage meeting room bookings
To electronically file administrative documentation and generally
maintain the electronic filing system
Deal confidentially, efficiently and politely with enquiries,
including answering the office phone and signposting queries
Carry out web
based and publications research
To produce a high standard of work at all times, in
particular when working under pressure, in order to meet deadlines.
To liaise with all levels of staff to ensure effective
communication is maintained
To assist and support the facilitation and organisation
of key stakeholder events and workshops
To assist in the provision of accurate and timely
information for commissioned services
To manage own workload on a day to day basis and
prioritise work to meet deadlines
Ordering
of stationary, IT accounts and equipment
Rota
management
Processing
referrals for at scale working
Organisation
and processing of Federation post
Person Specification
Experience
Essential
- Previous experience of supporting Senior Managers
- At least 2 years recent experience in a similar role, either paid or unpaid.
- Evidence of having achieved personal and departmental objectives within the workplace.
- Experience of working with IT programs and software such as Microsoft Office, Excel, Word, PowerPoint, Outlook and the internet
Desirable
- A good level of knowledge and understanding of the primary care sector and the healthcare sector.
Values and Behaviours
Essential
- Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes
- Demonstrably involves patients and the public in their work
- Values diversity and difference, operates with integrity and openness
- Actively develops themselves and others
- Self-awareness in terms of emotional intelligence, biases and personal triggers with cultural sensitivity and awareness
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Advanced ECDL/Microsoft Office Specialist (MOS) or similar
Person Specification
Experience
Essential
- Previous experience of supporting Senior Managers
- At least 2 years recent experience in a similar role, either paid or unpaid.
- Evidence of having achieved personal and departmental objectives within the workplace.
- Experience of working with IT programs and software such as Microsoft Office, Excel, Word, PowerPoint, Outlook and the internet
Desirable
- A good level of knowledge and understanding of the primary care sector and the healthcare sector.
Values and Behaviours
Essential
- Demonstrable commitment to and focus on quality, promotes high standards to consistently improve patient outcomes
- Demonstrably involves patients and the public in their work
- Values diversity and difference, operates with integrity and openness
- Actively develops themselves and others
- Self-awareness in terms of emotional intelligence, biases and personal triggers with cultural sensitivity and awareness
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Advanced ECDL/Microsoft Office Specialist (MOS) or similar
