Job responsibilities
Administrative support
Day to day oversight of the PCN Websites, updating of social and digital media.
Manage office supplies and replenishment
Supportive administrative tasks including room booking, refreshments for meetings etc.
Time in and out training event support:
Book venues and speakers
Liaise with pharmaceutical representatives regarding sponsorship funding
Support New to Practice induction events as required
Day to day administration of GP Teamnet our chosen workforce platform for training, documentation library and human resource administration.
Post and administer advertisement of job vacancies on NHS Jobs Online (as well as any other vacancies forums deemed appropriate to the position).
Maintain a timetable of company policies and procedure review dates.
Collate end of month contract data for review by contract managers and submission.
Finance Support
Chase monthly claim information from practices/PCNs
Monitor receipt and filing of payslips; chase missing documentation
Transfer validated data from spreadsheets to the reimbursement portal
Support management of queries
Transfer approved claims to payment schedules
Raise invoices on Xero for payment
- Transfer banking information into PCN spreadsheets
- Support weekly Xero reconciliations
Primary Care Network support
Collate and submit:
Monthly F&F survey results
Monthly Enhanced Access (EA) submissions
Collate EA Appointment utilisation data collection for PCN board meetings
Collate and share monthly Investment and Impact Fund (IIF) data
Maintain an up-to-date log of all Additional Roles Reimbursement Staff (ARRS) and ensure National Workforce Reporting System (NWRS) is up to date reflecting any in month changes.
Support all 5 PCN PPG meetings invitations, meeting setting, agenda collation, minute taking.
Rota setting and amending on Primary Care Network Clinical systems (SystmOne)
Data officer support
Support the collation and presentation of data as required.
Other duties
To facilitate sharing of good practice, collaborative working and joint services amongst the member practices and associates, so promote the most effective use of resources and continuous service improvement.
To undertake ad hoc duties as dictated by the needs and objectives of the SDH CIC and our aligned PCNs.
GENERAL RESPONSIBILITIES
HEALTH & SAFETY
It is the duty of each employee to exercise reasonable care to safeguard their own health and wellbeing and that of others who may be affected by their acts or omissions. In addition, responsible for the assessment of risks and ensures that risks identified are prioritised and dealt with effectively.
CORPORATE GOVERNANCE
All employees are required to comply with corporate governance and standing financial instructions. The post holder works to his/her own initiative within the requirements as laid down by the Board of SDH and in the interests of patients and the public.
INFORMATION GOVERNANCE
All employees are required to comply with statutory and corporate governance as it applies to information management and processing.
CONTINUOUS IMPROVEMENT
All employees are expected to seek ways to improve the service they offer to the patients and public of South Durham, to member practices and to support improvement activities in SDH and the PCNs.
EQUALITY
The post holder will take all practical steps to ensure that staff are recruited, managed, developed, promoted and rewarded on merit and that equal opportunities are given to all staff. Each employee is responsible for their own professional and personal behaviour and there is a requirement for all staff to conduct themselves in a manner which does not cause offence to another person.
WORKING CONDITIONS
The post will be based with South Durham Health at Wheatley Hill Surgery, with a requirement for the post holder to travel to practices and venues within the South Durham catchment area and the wider locality. A degree of home-working will also be permissible by agreement with SDH.
Hours per week: up to 37.5 hours per week, working pattern to be agreed with the postholder and to meet the needs of the PCN and SDH. There may be a need to attend meetings and services by exception, outside of normal working hours at evenings and weekends, to facilitate the delivery of core PCN objectives (eg. Vaccination clinics, partnership meetings with statutory bodies and community agencies).
There will be times when work pressures will vary according to the demands on primary care delivery plans.
The post holder may on occasion deal with issues that are of a sensitive nature.
OPERATIONAL RESPONSIBILITIES/ PERFORMANCE MANAGEMENT
The PCN Operational Manager will be accountable to the Chief Executive Officer and Business Manager at SDH for delivery against agreed service objectives on behalf of the aligned PCNs.
COMPETENCE
The post holder will be expected to be competent to perform the duties of the post. Any problems with competence should initially be discussed with the Business Manager and at no time should the post holder undertake tasks which he/she feels are outside his/her level of competence.
CONFIDENTIALITY
The post holder is required to observe SDHCIC policies on confidentiality and Data Protection of employee and patient information.
FREEDOM TO ACT
The post holder will be expected to provide a quality service.
He/she will have freedom to act within the instruction from the Business Manager and Clinical Director for aligned PCNs, interpreting situations and providing definitive advice on the way forward, taking into account policies and procedures as well as employment legislation and case law. The post holder will be accountable for his/her own professional conduct and performance.
FLEXIBILITY STATEMENT
This is a new role and as such the content of this job description represents an outline of the anticipated requirements of the post and is not a precise catalogue of duties and responsibilities.
The job description is intended to be flexible and is subject to review, amendment and development by SDH CIC and the Clinical Director for the aligned PCNs, in the light of changing circumstances given the developmental nature of Primary Care Networks and the changing health and social care economy. Any such requirements for change will be in consultation with the post holder. This may include working across multiple PCNs in the future, utilising respective strengths within the South Durham Health team to best effect, subject to PCN development needs and agreement between all relevant parties.
