Job summary
Harlow South Primary Care Network (PCN) have an
opportunity for a PCN Operations Lead to join our team. This is a permanent
role in the PCN with Full time hours (37.5 hours per week).
We are looking for a candidate who has experience
in Primary Care, preferably in a PCN setting, with operational knowledge and a
deep commitment to supporting the delivery of excellent patient care while. The
candidate should understand the nature of the local NHS Primary and Secondary
care and ICB organisational frameworks.
The successful candidate will be part of, and
manage, a growing team who are working alongside our GP colleagues to create
new and innovative healthcare delivery pathways. They will be responsible for
the successful delivery of current projects, and from that success support the
creation of new opportunities.
Further details of the candidate requirements are
below.
Main duties of the job
The PCN Operations Lead reports to the Clinical Director and
PCN Manager, supporting them and the whole service, to ensure delivery of
high-quality primary health care within the PCN.
The role is a dynamic, no two days are the same!
The Operations Lead will have responsibility for PCN
Strategy Implementation with a focus on Project implementation, Finance,
Compliance, Operational administration and patient services delivery. They will
support the PCN business plan, delivering support to change management
initiatives.
They will have HR management responsibility for the PCN
team, including recruitment process for PCN employees, ensuring HR compliance.
They will support the PCN Manager with financial management,
project reporting for external commissioners and will manage the PCN Ltd
accounts including liaison with payroll providers.
They will maintain PCN policies aligned with practices,
ensuring all good governance and compliance requirements are met.
They will communicate effectively and will support
improvements to patient and community engagement. They will foster
relationships with staff, practices, community, VSO and other organisations. With
the NHS Left Shift there is an essential focus on liaison with Integrated
Neighbourhood Teams. They will take ownership for resolution of complaints
received in the PCN.
They will manage the PCN Estate and stocks
The PCN Operations Lead will take responsibility for
appropriate Health and Safety compliance in the PCN Suite.
About us
Harlow South Primary Care Network is a friendly, supportive, and enthusiastic PCN. We are a growing team of clinical and non-clinical colleagues providing services to over 40,000 patients. The PCN offices are based in a new purpose-built Health Centre in Harlow. We have a committed Clinical Director and a passionate PCN Manager, and a strong, welcoming team in the PCN.
GP practices are grouping together and working closely in what are called primary care networks (PCNs) and we are committed to providing traditional family orientated services, working together in the NHS to deliver better patient care on behalf of our 3 GP practices: Lister Medical Centre (based at Lister House, Staple Tye), The Hamilton Practice, and The Ross Practice (based at Keats House, Bush Fair).
We use the SystmOne clinical system, as well as NHS managed Microsoft Office. We deliver out of hours planned clinics for our practices, and work on projects to enhance patient care.
The Practices benefit from easy access to M11/M25, are close to London and Stansted and the attractive Essex and Hertfordshire countryside. Informal visits or contact prior to the interview process are welcome.
Job description
Job responsibilities
Job Summary: To support the PCN Manager and
Clinical Director to ensure the PCN team can deliver high-quality primary
health care within the Primary Care Network
PCN Strategy and Implementation
- Support the PCN Manager to ensure the smooth
running of the PCN with a strategic focus on Project implementation, Finance
& Compliance, Operational administration and patient services delivery.
- To support the delivery of the PCN business plan.
- Offering operational and admin support to new
projects, processes or change management initiatives. (for example: Enhanced
Access Clinics; COVID and vaccination delivery; Housebound visit management;
Project aligned PCN based clinics)
- Engage and support with collaborative working
across the PCN team, liaison with Practices to ensure PCN delivery is in line
with practices strategic goals and clinical delivery needs.
- Manage PCN delivery of Enhanced Access provision,
working with the PCN Manager to ensure targets and financial budgets are met.
- Strategic & Financial Planning and
Coordination of PCN based Time to Learn events, to implement identified
learning goals for practice and PCN wide events.
- Ensure PGDs for all vaccinations are maintained
and in date
- Compiling Weekly, Monthly, Quarterly and Annual
monitoring reports to aid achievement against contracted PCN targets. Ensuring
these are created and updated as necessary in line with current contractual
obligations.
- Manage Minutes for meetings (for example: PCN
Board. ICB etc.)- ensuring they are completed in a timely fashion and
shared/stored correctly.
People and HR
- Line management responsibility for PCN team.
- Management of recruitment and employment process
for all PCN & ARRS employees. Managing the efficient onboarding of new PCN
and ARRS employees.
- Complete workforce submission templates as
necessary (NWRS).
- Managing the HR function (using TeamNet) for
example: Absence management; Overtime; sick leave. Managing PCN and ARRS staff
leave and absences to ensure continued delivery of service.
- Support staff in organising any identified
training needs.
- Organise ARRS and PCN staff reviews and
appraisals, managed using TeamNet, ensure managers aware of dates of
appraisals.
- Arrange meetings and hold diaries for Clinical
Director.
- Support for Trainee placements in PCN and
Practices, coordination with practices.
- Management of Bluestream Mandatory training for
all PCN Staff, ensuring completion and compliance.
- Managing Return to Work meetings following sick
leave
- Support the PCN manager to navigate and manage HR
events or concerns
- Liaison with Bright HR as required for HR advice
Finance and Governance
- Support the PCN Manager with the financial
management of the PCN. Including management of the PCN Ltd accounts
- Act as liaison with the Lead Practice Finance
Assistant and Practice Manager.
- Financial support for PCN and practices regarding
Trainee placements in PCN and Practices, coordination with practices
- Payroll Management for PCN Ltd including managing
deductions for unpaid leave and sick leave in line with contractual agreements,
liaison with Iris payroll providers and answering queries.
- Managing NHS Pensions for PCN employees
- Compiling financial claims ready for submission as
set out in PCN contracts.
- Prepare Bills for payment using Xero Software,
Cross checking against expected expenses.
- Making payments for approved expenses, with
appropriate remittances
- Ensure income is identified and recorded against
correct funding streams.
- Ensure expected income is invoiced (room
facilitation, projects etc).
- Coding and reconciliation for all Revenue and
Expenditure in the Xero system for the PCN and PCN Ltd accounts.
- Working with Accountants and resolving any
accounting queries
- Maintain policies and procedures on TeamNet,
aligned with PCN practices, ensuring all good governance and compliance
requirements are met. Ensuring owners update these in good time.
- Support the PCN Manager with financial reporting
and project reporting for external commissioners
Communications and engagement
- Communicate effectively with PCN staff and PCN
practices within the PCN
- Support PCN to improve patient and community
awareness and increase engagement.
- Engage with and support relationships with
community. VSO and other external organisations (for example: PCN Screens;
Coordinating visits to practices; TTL attendance; Project support)
- Management of room bookings and room allocation in
PCN clinics
- Support the PCN Manager with project delivery
reporting for external commissioners
- Swift management and resolution of complaints
received in the PCN in line with polices and with support from PCN Manager
- Liaison with Stakeholders in Integrated
Neighbourhood Team Leadership as required for operational & financial
elements of INT projects.
- Engage with and support relationships with
appropriate stakeholders to support the financial viability and good governance
of the PCN.
PCN Estate
- Day to Day management of PCN suite including daily
checks (eg Fridge Monitoring, Room cleaning)
- Manage Stock for PCN to ensure smooth, efficient
and cost-effective running of the unit.
- Be responsible for all stock, stationary and
medical consumables orders.
- Be responsible for all vaccine orders.
- Ensure cleaning is carried out effectively,
including regular audits.
- Report any repairs to Landlord or organise with
outside contractors.
- Liaison with Landlord regarding rent or other
financial matters.
- Facilitate the booking of clinical rooms both
internally and with external organisations. Management of room bookings and
room allocation in PCN clinics
- Ensure expected income is invoiced for room
facilitation and support the booking of clinical rooms with external
organisations.
- Act as first point of call for any user enquiries
- Responsibility for appropriate Waste Management
- Manage Shredding and confidential waste management
compliance
Health & Safety
- Responsibility for appropriate Health and Safety
Management and compliance within the PCN Suite
- Liaison with BrightSafe as required for Health
& Safety advice
*The above are not an exhaustive list of duties or
responsibilities associated with the role and you may be assigned other duties
by the PCN Clinical Director, PCN Manager and PCN Board to meet the business
objectives.
Job description
Job responsibilities
Job Summary: To support the PCN Manager and
Clinical Director to ensure the PCN team can deliver high-quality primary
health care within the Primary Care Network
PCN Strategy and Implementation
- Support the PCN Manager to ensure the smooth
running of the PCN with a strategic focus on Project implementation, Finance
& Compliance, Operational administration and patient services delivery.
- To support the delivery of the PCN business plan.
- Offering operational and admin support to new
projects, processes or change management initiatives. (for example: Enhanced
Access Clinics; COVID and vaccination delivery; Housebound visit management;
Project aligned PCN based clinics)
- Engage and support with collaborative working
across the PCN team, liaison with Practices to ensure PCN delivery is in line
with practices strategic goals and clinical delivery needs.
- Manage PCN delivery of Enhanced Access provision,
working with the PCN Manager to ensure targets and financial budgets are met.
- Strategic & Financial Planning and
Coordination of PCN based Time to Learn events, to implement identified
learning goals for practice and PCN wide events.
- Ensure PGDs for all vaccinations are maintained
and in date
- Compiling Weekly, Monthly, Quarterly and Annual
monitoring reports to aid achievement against contracted PCN targets. Ensuring
these are created and updated as necessary in line with current contractual
obligations.
- Manage Minutes for meetings (for example: PCN
Board. ICB etc.)- ensuring they are completed in a timely fashion and
shared/stored correctly.
People and HR
- Line management responsibility for PCN team.
- Management of recruitment and employment process
for all PCN & ARRS employees. Managing the efficient onboarding of new PCN
and ARRS employees.
- Complete workforce submission templates as
necessary (NWRS).
- Managing the HR function (using TeamNet) for
example: Absence management; Overtime; sick leave. Managing PCN and ARRS staff
leave and absences to ensure continued delivery of service.
- Support staff in organising any identified
training needs.
- Organise ARRS and PCN staff reviews and
appraisals, managed using TeamNet, ensure managers aware of dates of
appraisals.
- Arrange meetings and hold diaries for Clinical
Director.
- Support for Trainee placements in PCN and
Practices, coordination with practices.
- Management of Bluestream Mandatory training for
all PCN Staff, ensuring completion and compliance.
- Managing Return to Work meetings following sick
leave
- Support the PCN manager to navigate and manage HR
events or concerns
- Liaison with Bright HR as required for HR advice
Finance and Governance
- Support the PCN Manager with the financial
management of the PCN. Including management of the PCN Ltd accounts
- Act as liaison with the Lead Practice Finance
Assistant and Practice Manager.
- Financial support for PCN and practices regarding
Trainee placements in PCN and Practices, coordination with practices
- Payroll Management for PCN Ltd including managing
deductions for unpaid leave and sick leave in line with contractual agreements,
liaison with Iris payroll providers and answering queries.
- Managing NHS Pensions for PCN employees
- Compiling financial claims ready for submission as
set out in PCN contracts.
- Prepare Bills for payment using Xero Software,
Cross checking against expected expenses.
- Making payments for approved expenses, with
appropriate remittances
- Ensure income is identified and recorded against
correct funding streams.
- Ensure expected income is invoiced (room
facilitation, projects etc).
- Coding and reconciliation for all Revenue and
Expenditure in the Xero system for the PCN and PCN Ltd accounts.
- Working with Accountants and resolving any
accounting queries
- Maintain policies and procedures on TeamNet,
aligned with PCN practices, ensuring all good governance and compliance
requirements are met. Ensuring owners update these in good time.
- Support the PCN Manager with financial reporting
and project reporting for external commissioners
Communications and engagement
- Communicate effectively with PCN staff and PCN
practices within the PCN
- Support PCN to improve patient and community
awareness and increase engagement.
- Engage with and support relationships with
community. VSO and other external organisations (for example: PCN Screens;
Coordinating visits to practices; TTL attendance; Project support)
- Management of room bookings and room allocation in
PCN clinics
- Support the PCN Manager with project delivery
reporting for external commissioners
- Swift management and resolution of complaints
received in the PCN in line with polices and with support from PCN Manager
- Liaison with Stakeholders in Integrated
Neighbourhood Team Leadership as required for operational & financial
elements of INT projects.
- Engage with and support relationships with
appropriate stakeholders to support the financial viability and good governance
of the PCN.
PCN Estate
- Day to Day management of PCN suite including daily
checks (eg Fridge Monitoring, Room cleaning)
- Manage Stock for PCN to ensure smooth, efficient
and cost-effective running of the unit.
- Be responsible for all stock, stationary and
medical consumables orders.
- Be responsible for all vaccine orders.
- Ensure cleaning is carried out effectively,
including regular audits.
- Report any repairs to Landlord or organise with
outside contractors.
- Liaison with Landlord regarding rent or other
financial matters.
- Facilitate the booking of clinical rooms both
internally and with external organisations. Management of room bookings and
room allocation in PCN clinics
- Ensure expected income is invoiced for room
facilitation and support the booking of clinical rooms with external
organisations.
- Act as first point of call for any user enquiries
- Responsibility for appropriate Waste Management
- Manage Shredding and confidential waste management
compliance
Health & Safety
- Responsibility for appropriate Health and Safety
Management and compliance within the PCN Suite
- Liaison with BrightSafe as required for Health
& Safety advice
*The above are not an exhaustive list of duties or
responsibilities associated with the role and you may be assigned other duties
by the PCN Clinical Director, PCN Manager and PCN Board to meet the business
objectives.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Experience in HR as well as an up to date knowledge of current employment legislation, premises management, IT and complaint handling;
Desirable
- Qualified to NVQ level 2 in Health and Social Care
Communications and engagement
Essential
- Strong interpersonal and organisation / multi-tasking skills.
- Evidence of effective communication with internal and externals stakeholders, including service users and commissioners.
- Excellent communication skills.
- Experience of complaint handling.
Experience
Essential
- Knowledge of general practice processes and procedures.
- Experience of working in a GP practice.
- Experience working with confidential and sensitive data.
- Ability to work to tight deadlines.
Desirable
- Experience of working in an ever-evolving environment, with an ability to cope with regular change.
- Ability to use initiative and judgement.
- Forward thinking with a solutions focused approach.
IT Skills
Essential
- Knowledge of Xero accounting system
- Knowledge of SystmOne Patient management system
- Expert knowledge of Microsoft Office suite
- Prior knowledge of TeamNet at a management level
- GDPR compliance knowledge
- Experience working with confidential and sensitive data
Desirable
- SystmOne management experience
People and HR
Essential
- Previous Line management responsibility
- Knowledge of PCN ARRS contracts
- Experience in HR as well as an up to date knowledge of current employment legislation
- Knowledge of Equality and Diversity standards
Desirable
- Working knowledge of TeamNet
- Experience Supporting staff training needs and mandatory training
- Experience managing reviews and appraisals,
- Experience managing staff recruitment in NHS
Health & Safety & PCN Estate
Essential
- Knowledge of Health and Safety legislation and compliance
- Experience in premises management
- Stock management experience
- Cold chain trained and vaccine management knowledge
- Knowledge of IPC including Waste Management.
- Ability to work autonomously and to identify and act on challenges and risk
Desirable
- Proposing updates to the Health & Safety Policy, Health & Safety Manual, and Infection Control policy and published procedures
Finance and Governance
Essential
- Use of Xero accounting software (including coding and reconciliation)
- Knowledge of PCN contracts (ARRS; IIF; CAP; CAIP; CHP; WAF; ICB; PCSE)
- Experience managing payroll and NHS pensions
- Knowledge of CQC compliance and good governance
- Experience of working to NHS targets.
Person Specification
Qualifications
Essential
- GCSE grade A to C in English and Maths
- Experience in HR as well as an up to date knowledge of current employment legislation, premises management, IT and complaint handling;
Desirable
- Qualified to NVQ level 2 in Health and Social Care
Communications and engagement
Essential
- Strong interpersonal and organisation / multi-tasking skills.
- Evidence of effective communication with internal and externals stakeholders, including service users and commissioners.
- Excellent communication skills.
- Experience of complaint handling.
Experience
Essential
- Knowledge of general practice processes and procedures.
- Experience of working in a GP practice.
- Experience working with confidential and sensitive data.
- Ability to work to tight deadlines.
Desirable
- Experience of working in an ever-evolving environment, with an ability to cope with regular change.
- Ability to use initiative and judgement.
- Forward thinking with a solutions focused approach.
IT Skills
Essential
- Knowledge of Xero accounting system
- Knowledge of SystmOne Patient management system
- Expert knowledge of Microsoft Office suite
- Prior knowledge of TeamNet at a management level
- GDPR compliance knowledge
- Experience working with confidential and sensitive data
Desirable
- SystmOne management experience
People and HR
Essential
- Previous Line management responsibility
- Knowledge of PCN ARRS contracts
- Experience in HR as well as an up to date knowledge of current employment legislation
- Knowledge of Equality and Diversity standards
Desirable
- Working knowledge of TeamNet
- Experience Supporting staff training needs and mandatory training
- Experience managing reviews and appraisals,
- Experience managing staff recruitment in NHS
Health & Safety & PCN Estate
Essential
- Knowledge of Health and Safety legislation and compliance
- Experience in premises management
- Stock management experience
- Cold chain trained and vaccine management knowledge
- Knowledge of IPC including Waste Management.
- Ability to work autonomously and to identify and act on challenges and risk
Desirable
- Proposing updates to the Health & Safety Policy, Health & Safety Manual, and Infection Control policy and published procedures
Finance and Governance
Essential
- Use of Xero accounting software (including coding and reconciliation)
- Knowledge of PCN contracts (ARRS; IIF; CAP; CAIP; CHP; WAF; ICB; PCSE)
- Experience managing payroll and NHS pensions
- Knowledge of CQC compliance and good governance
- Experience of working to NHS targets.
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.
