Job summary
Taunton Deane West Primary Care Network (PCN) is seeking a
proactive and efficient administrator to support the Clinical Director and PCN
Manager. In this role, you will liaise with both clinical and non-clinical
colleagues, providing vital administrative assistance to ensure the smooth
running of the service. The responsibilities will include a variety of tasks,
all of which are essential to maintaining operations in line with established
procedures, protocols and timescales. This is a part-time role, with the option
to work either 8 hours on a Monday, or 4 hours on a Monday and 4 hours on a
Thursday. The closing date for applications is Friday 1st November,
with interview scheduled for Thursday 7th November.
Main duties of the job
- Organising board meetings; to include agenda, attendance and taking minutes in the absence of the PCN Manager
- Maintain and update TeamNet; to include staff training records (PCN staff and external staff), extended hours, annual leave, upload information as directed by management
- Maintain and update the PCN Drive; to include staff directory, online folders
- Disseminate information to Practice Managers where necessary
- Support the management team; to include attending meetings, answering queries, support with projects, build and apply new administrative systems, record management, liaise with HR, diary management, staff reviews, ensure PCN staff devices are up to date with PAT testing
About us
Taunton Deane West Primary Care Network is located in Somerset and is formed by three GP Practices, Luson Surgery, Wellington Medical Centre and Lister House. Within the PCN, the three practices work closely together to improve the quality of care that we provide in alignment with the need of our patient population.
The PCN has a range of additional staff roles, who work alongside Practice staff to help support all of our patients. The team consists of Care Coordinators, Complex Care Nurses, First Contact Physiotherapists, Occupational Therapists, Pharmacists, Mental Health Link Practitioners, Digital Data Coordinators.
Job description
Job responsibilities
- Updating TeamNet with information directed by the management team in the PCN.
- Updating PCN staff directory when new starters are in post and dissemination to practice
managers.
- Liaising with HR as directed by management.
- Manage the PCN drive online updating folders where necessary.
- Build and apply new administrative systems such as record management.
- Supporting with projects as directed by management.
- Attending meetings as directed by management.
- Use software packages to include Microsoft products such as Word, Excel, Outlook, PowerPoint,
Microsoft Teams, with a potential to use other software as required.
- Answering queries as directed by management.
- Remind practices to share dates of PAT testing with PCN staff and make sure staff take electrical
equipment and safety devices for checking.
- Diary Management
- Staff review
Direct PCN working- Knowledge of the NHS/Primary care/General Practice
- Presentation skills and customer service experience
- Outstanding verbal and written communication skills to all staff at a range of levels
- Proven experience in a similar role office assistant, receptionist, or other relevant position
- Excellent organisational and problem-solving skills.
- Work well under pressure with the ability to complete tasks to a high standard with frequent
interruptions.
- Strong attention to detail and the ability to transfer accurate information.
- Computer literate and good keyboard skills
- Dealing with enquiries from all staff and dealing with or directing accordingly
- Participate in annual appraisal.
- To support with the induction/training for new non-clinical staff as directed by the management
team.
- Proficient in management of documents in an office setting dealing with confidential information.
- Understanding of Primary Care setting, policies, and procedures
- Use own initiative within clear boundaries, seeking advice when necessary.
- Demonstration of enthusiasm and a strong sense of teamwork
- To assist with any other duties that may be required to ensure the smooth running of the Primary
Care Service.
Communication and collaborative working relationships- Actively work toward developing and maintaining effective working relationships both within and
outside the PCN or group of PCNs.
- Meet regularly with the Clinical Director and or PCN Manager and review workload.
- Keep the PCN aware of good news stories.
- Manage and prioritise workload daily.
Other responsibilities- To act at all times in an anti-discriminatory manner.
- To be able to plan and respond to workload according to operational priorities.
- To support the delivery of these functions across wider locality areas where necessary.
- To undertake any training required in order to maintain competency including mandatory
training.
- To contribute to, and work within a safe working environment.
- To carry out duties and responsibilities with due regard to the GP Practices equal opportunity
policies and procedures.
- To take responsibility for self-development on a continuous basis, undertaking on the-job training
as required.
- To be aware of individual responsibilities under the Health and Safety at Work Act, and identify
and report as necessary any untoward accident, incident or potentially hazardous environment.
Autonomy/Scope within Role- The post holder will be required to work within clearly defined organisational protocols, policies
and procedures.
Key Working Relationships Internal:- PCN Clinical Director
- PCN Manager
- Board members.
- PCN staff clinical and non-clinical
- GPs and General practice teams within the PCN
Key Working Relationships External:- Neighbouring PCNs
- Service providers
- Voluntary services
Health and Safety/Risk Management- The post-holder must comply at all times with the organisation and Practices Health and Safety
policies, in particular by following agreed safe working procedures and reporting incidents using
the organisations Incident Reporting System.
- The post-holder will comply with the Data Protection Act (1984), The General Data Protection
Regulations (2018) and the Access to Health Records Act (1990).
- The post-holder will comply with all necessary training requirements relevant to the role as
identified by the organisation; in particular, the post holder must complete the specified care
coordinator training delivered by the Personalised Care Institute.
Equality and Diversity- The post-holder must co-operate with all policies and procedures designed to ensure equality of
employment. Co-workers, patients and visitors must be treated equally irrespective of gender,
ethnic origin, age, disability, sexual orientation, religion etc.
Respect for Patient Confidentiality- The post-holder should always respect patient confidentiality and not divulge patient information
unless sanctioned by the requirements of the role.
Special Working Conditions- The post-holder is required to travel independently between practice sites (where applicable),
and to attend meetings etc. hosted by other agencies.
Job description
Job responsibilities
- Updating TeamNet with information directed by the management team in the PCN.
- Updating PCN staff directory when new starters are in post and dissemination to practice
managers.
- Liaising with HR as directed by management.
- Manage the PCN drive online updating folders where necessary.
- Build and apply new administrative systems such as record management.
- Supporting with projects as directed by management.
- Attending meetings as directed by management.
- Use software packages to include Microsoft products such as Word, Excel, Outlook, PowerPoint,
Microsoft Teams, with a potential to use other software as required.
- Answering queries as directed by management.
- Remind practices to share dates of PAT testing with PCN staff and make sure staff take electrical
equipment and safety devices for checking.
- Diary Management
- Staff review
Direct PCN working- Knowledge of the NHS/Primary care/General Practice
- Presentation skills and customer service experience
- Outstanding verbal and written communication skills to all staff at a range of levels
- Proven experience in a similar role office assistant, receptionist, or other relevant position
- Excellent organisational and problem-solving skills.
- Work well under pressure with the ability to complete tasks to a high standard with frequent
interruptions.
- Strong attention to detail and the ability to transfer accurate information.
- Computer literate and good keyboard skills
- Dealing with enquiries from all staff and dealing with or directing accordingly
- Participate in annual appraisal.
- To support with the induction/training for new non-clinical staff as directed by the management
team.
- Proficient in management of documents in an office setting dealing with confidential information.
- Understanding of Primary Care setting, policies, and procedures
- Use own initiative within clear boundaries, seeking advice when necessary.
- Demonstration of enthusiasm and a strong sense of teamwork
- To assist with any other duties that may be required to ensure the smooth running of the Primary
Care Service.
Communication and collaborative working relationships- Actively work toward developing and maintaining effective working relationships both within and
outside the PCN or group of PCNs.
- Meet regularly with the Clinical Director and or PCN Manager and review workload.
- Keep the PCN aware of good news stories.
- Manage and prioritise workload daily.
Other responsibilities- To act at all times in an anti-discriminatory manner.
- To be able to plan and respond to workload according to operational priorities.
- To support the delivery of these functions across wider locality areas where necessary.
- To undertake any training required in order to maintain competency including mandatory
training.
- To contribute to, and work within a safe working environment.
- To carry out duties and responsibilities with due regard to the GP Practices equal opportunity
policies and procedures.
- To take responsibility for self-development on a continuous basis, undertaking on the-job training
as required.
- To be aware of individual responsibilities under the Health and Safety at Work Act, and identify
and report as necessary any untoward accident, incident or potentially hazardous environment.
Autonomy/Scope within Role- The post holder will be required to work within clearly defined organisational protocols, policies
and procedures.
Key Working Relationships Internal:- PCN Clinical Director
- PCN Manager
- Board members.
- PCN staff clinical and non-clinical
- GPs and General practice teams within the PCN
Key Working Relationships External:- Neighbouring PCNs
- Service providers
- Voluntary services
Health and Safety/Risk Management- The post-holder must comply at all times with the organisation and Practices Health and Safety
policies, in particular by following agreed safe working procedures and reporting incidents using
the organisations Incident Reporting System.
- The post-holder will comply with the Data Protection Act (1984), The General Data Protection
Regulations (2018) and the Access to Health Records Act (1990).
- The post-holder will comply with all necessary training requirements relevant to the role as
identified by the organisation; in particular, the post holder must complete the specified care
coordinator training delivered by the Personalised Care Institute.
Equality and Diversity- The post-holder must co-operate with all policies and procedures designed to ensure equality of
employment. Co-workers, patients and visitors must be treated equally irrespective of gender,
ethnic origin, age, disability, sexual orientation, religion etc.
Respect for Patient Confidentiality- The post-holder should always respect patient confidentiality and not divulge patient information
unless sanctioned by the requirements of the role.
Special Working Conditions- The post-holder is required to travel independently between practice sites (where applicable),
and to attend meetings etc. hosted by other agencies.
Person Specification
Experience
Essential
- Experience of administrative duties
- Knowledge of NHS/Primary Care/General Practice
- Able to demonstrate a clear understanding of working with confidential information and an understanding of service user confidentiality
Desirable
- Knowledge/familiarity with medical terminology
- Understanding of current issues facing the NHS
- Experience of working within an administration team
- Experience of working in a team
- Aware of clinical systems
- Recognise the significance of different situations (including emergencies and take appropriate action, following standard policies and procedures
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Business Administration Level 2 Certificate or NVQ2 equivalent - willing to work towards Business Management qualification
Skills and Attributes
Essential
- Proven record of excellent written and
- verbal communication skills and
- interpersonal skills
-
- Excellent organisational and admin skills
- Analytical skills and ability to interpret
- information and present it in a clear and
- concise manner
- Evidence of excellent knowledge and
- competence with Microsoft Office whether
- email, word, presenting, spreadsheets
- IT literate with good typing skills
- Time management
- Customer service skills
- Able to work with a team, take direction from
- others and work effectively
- Able to work effectively as part of a team
- Able to prioritise and manage own workload
- with minimal supervision
- Willingness to undergo further training and
- committed to own development
- Car user as travel between sites across the
- Taunton Deane West area will be required
- Reliability & Honesty
- Able to receive and understand instructions
- Ability to plan your workload and meet
- deadlines
- Pleasant manner
- Good attention to detail
Desirable
- Experience providing advice/signposting to
- users
-
- Excellent motivational and influencing skills
Person Specification
Experience
Essential
- Experience of administrative duties
- Knowledge of NHS/Primary Care/General Practice
- Able to demonstrate a clear understanding of working with confidential information and an understanding of service user confidentiality
Desirable
- Knowledge/familiarity with medical terminology
- Understanding of current issues facing the NHS
- Experience of working within an administration team
- Experience of working in a team
- Aware of clinical systems
- Recognise the significance of different situations (including emergencies and take appropriate action, following standard policies and procedures
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
- Business Administration Level 2 Certificate or NVQ2 equivalent - willing to work towards Business Management qualification
Skills and Attributes
Essential
- Proven record of excellent written and
- verbal communication skills and
- interpersonal skills
-
- Excellent organisational and admin skills
- Analytical skills and ability to interpret
- information and present it in a clear and
- concise manner
- Evidence of excellent knowledge and
- competence with Microsoft Office whether
- email, word, presenting, spreadsheets
- IT literate with good typing skills
- Time management
- Customer service skills
- Able to work with a team, take direction from
- others and work effectively
- Able to work effectively as part of a team
- Able to prioritise and manage own workload
- with minimal supervision
- Willingness to undergo further training and
- committed to own development
- Car user as travel between sites across the
- Taunton Deane West area will be required
- Reliability & Honesty
- Able to receive and understand instructions
- Ability to plan your workload and meet
- deadlines
- Pleasant manner
- Good attention to detail
Desirable
- Experience providing advice/signposting to
- users
-
- Excellent motivational and influencing skills
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.
