PCN Operations Lead in Harlow

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. 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.

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 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.
• 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, The Hamilton Practice, and The Ross Practice.

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 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.

• 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.
• Engage and support with collaborative working across the PCN team, liaising 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.
• 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.
• Manage Minutes for meetings 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.
• Managing the HR function for example: Absence management; Overtime; sick leave.
• Support staff in organising any identified training needs.
• Organise ARRS and PCN staff reviews and 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.
• Managing Return to Work meetings following sick leave.
• Liaison with Bright HR as required for HR advice.

Finance and Governance

• Support the PCN Manager with the financial management of the PCN.
• Act as liaison with the Lead Practice Finance Assistant and Practice Manager.
• Financial support for PCN and practices regarding Trainee placements.
• Payroll Management for PCN Ltd including managing deductions for unpaid leave and sick leave.
• 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.
• Ensure expected income is invoiced.
• Working with Accountants and resolving any accounting queries.
• Maintain policies and procedures on TeamNet, aligned with PCN practices.
• Support the PCN Manager with financial reporting and project reporting for external commissioners.

Communications and engagement

• Communicate effectively with PCN staff and PCN practices.
• Support PCN to improve patient and community awareness and increase engagement.
• Engage with and support relationships with community, VSO and other external organisations.
• Management of room bookings and room allocation in PCN clinics.
• Swift management and resolution of complaints received in the PCN.
• Liaison with Stakeholders in Integrated Neighbourhood Team Leadership as required.

Day to Day management of PCN suite

• 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.
• Ensure cleaning is carried out effectively, including regular audits.
• Report any repairs to Landlord or organise outside contractors.
• Liaison with Landlord regarding rent or other financial matters.
• Facilitate the booking of clinical rooms both internally and with external organisations.
• Act as first point of call for any user enquiries.
• Responsibility for appropriate Waste Management.

Health & Safety

• Responsibility for appropriate Health and Safety Management and compliance within the PCN Suite.
• Liaison with BrightSafe as required for Health & Safety advice.

Person Specification

• 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.
• Qualified to NVQ level 2 in Health and Social Care.
• Strong interpersonal and organisation / multi-tasking skills.
• Evidence of effective communication with internal and external stakeholders, including service users and commissioners.
• Knowledge of general practice processes and procedures.
• Experience of working in a GP practice.
• Ability to work to tight deadlines.
• Experience of working in an ever-evolving environment.
• Ability to use initiative and judgement.
• Knowledge of Xero accounting system.
• Knowledge of SystmOne Patient management system.
• Expert knowledge of Microsoft Office suite.
• Previous Line management responsibility.
• Knowledge of PCN ARRS contracts.
• Experience managing payroll and NHS pensions.
• Knowledge of CQC compliance and good governance.

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 to check for any previous criminal convictions.

Depending on experience £15.00 - £18.00 depending on experience.