Job Description

Job Summary

An exciting opportunity has arisen to join our large thriving Primary Care Network in beautiful West Northumberland, as Management Assistant providing administrative support to the Clinical Director and Business Manager (18 - 22 hours a week - 30,000 pro rata). The successful candidate will support the PCN ensuring efficient daily operations, servicing c. 67,000 patients. Covering a large rural area of West Northumberland, we are passionate about delivering exceptional care to our patients, and nurturing and supporting our staff who all contribute to patient care.

Ideally you will have had previous experience in an administrative role in a large practice or PCN but if you have a proven track record of providing outstanding administrative support, have an eye for detail and accuracy, can demonstrate that you are a highly collaborative team member with excellent interpersonal and communication skills, a flexible proactive attitude to problem solving and a commitment to producing quality outputs, then we welcome your application and look forward to hearing from you.

West Northumberland PCN consists of 10 member practices and 2 non-member practices across rural Northumberland, providing care and services for around 67,000 patients.

Overall Job Purpose

To be a key part of the central Primary Care Network (PCN) structure and to play a vital role in ensuring the PCN meets its objectives effectively and efficiently. To work collaboratively, supporting the Clinical Director and the Business Manager to ultimately meet the healthcare needs of the patient population. To assist in the continuation of building and maintaining key relationships with external partners and stakeholders in healthcare, social care, voluntary sector and patient groups. To support the management team with operational groups and projects, facilitating and supporting collaboration and the integration of clinicians, services and operating procedures.

PRINCIPAL RESPONSIBILITIES

Supporting Management and Leadership

Assist and support the management team in planning, implementing and co-ordinating meetings, in-house training and educational events. Support the management team in the delivery and administration of projects and services Attend meetings, prepare agendas and minutes and circulate accordingly; including but not exclusively operational groups, patient participation groups, Board meetings, project group meetings. Liaise and communicate with Lead Roles/ARRS roles to assist with agendas/arrangements and ensure participation at ops group meetings. To provide administrative support during annual Flu/Covid campaigns if required to do so. Assist in supporting projects and services provided by the PCN Update Social Media Manage all records, reports, data and information in a safe, efficient and effective manner in order to successfully fulfil all responsibilities. Maintain and provide effective communication both within and across the PCN and with external stakeholders. To positively represent the PCN values and to ensure these are communicated and evident in all responsibilities undertaken. Support the PCN to meet its agreed aims and objectives within an efficient, safe and effective working environment. Supporting change to be managed in an effective manner enabling successful outcomes. Keep abreast of current changes within Primary Care and the wider NHS and Healthcare landscape and identify potential opportunities and challenges.

HR and Training

Help coordinate all aspects of staff recruitment including advertising, staff set-up and induction Be responsible for managing the ARRS staff with regard to HR aspects including policies and procedures, sickness and holidays Arrange and co-ordinate staff appraisals Support the Business Manager in delivering staff welfare, health and safety Identify and arrange ongoing staff training Support any further aspects of HR as required by the Clinical Director or Business Manager

Communication and Relationships

Ensure effective channels of communication between all colleagues and team members. Maintain high quality relationships with community teams, community groups including Practice Groups, and to actively foster links with other outside agencies. Develop and strengthen professional networks through liaison with practices, other PCNs, and the ICB Represent the PCN in meetings with community groups and third-party agencies and provide relevant feedback. Liaise with the PCN Patient Representative Group to ensure it delivers a positive contribution to the PCN.

Personal Development:

Manage own time efficiently and effectively, plan and meet personal and PCN targets. Ensure own personal development through reflection and feedback from the Clinical Director, PCN Business Manager and colleagues. Ensure that personal continuing development needs are identified and being met.

Other

This is not an exhaustive list and may be changed in light of ever-changing service need and national and local policy. Therefore, the job description will encompass any other duties deemed appropriate for the post holder within the scope of the post as determined by the PCN Manager. Any changes would be discussed fully with the post-holder.

Generic Responsibilities

All staff have a duty to conform to the following:

Equality, Diversity & Inclusion (ED&I)

A good attitude and positive action towards ED&I creates an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Everyone has the right to be treated fairly and can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that they treat others with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This PCN is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

This PCN is committed to maintaining an outstanding confidential service. Patients and colleagues entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients and colleagues is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the PCN to look for opportunities to improve quality and share good practice.

This PCN continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the PCN training programme. You will also be required to participate in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff must adhere to the information contained with PCN policies and regional directives, ensuring protocols are adhered to at all times.

Security

The security of the PCN is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager.

Professional Conduct

Staff are required to dress appropriately for their role and to conform with any PCN dress code that may apply.

Person Specification

A highly collaborative working style and must be a team player Outstanding interpersonal skills Excellent attention to detail Computer literacy and experience of Microsoft Office Excellent command of spoken and written English Language Ability to prioritise a varied workload and adhere to strict deadlines Ability to problem solve and use own initiative Ability to work independently and as part of a team Ability to use discretion and deal with confidential information Understanding of patient confidentiality and information governance Desirable - knowledge of medical terminology
Job Type: Part-time

Pay: 30,000.00 per year

Expected hours: 18 - 22 per week

Work Location: In person