Neighbourhood and PCN Support Officer

Working up to 30 hours per week, the Neighbourhood and Primary Care Network (PCN) Support Officer will provide comprehensive administrative and organisational support to the Primary Care Networks, Directors and LPC department Heads. The post holder will play a key role in coordinating meetings, preparing agendas and papers, producing accurate minutes, monitoring actions and supporting the delivery of neighbourhood working across the locality.

Working closely with Directors, practices, the LPC management team and partner organisations and other stakeholders, the post holder will help facilitate effective communication, partnership working and the delivery of integrated neighbourhood initiatives. The role requires excellent organisational skills, the ability to build effective relationships and a proactive approach to supporting collaborative working.

Main duties of the job

• Meeting Support
  • Organise and coordinate PCN, neighbourhood and LPC meetings, including scheduling, invitations and venue/virtual arrangements.
  • Prepare agendas, meeting packs and supporting documentation.
  • Attend meetings and produce accurate minutes within agreed timescales.
  • Maintain action logs and monitor progress against agreed actions.
  • Ensure papers are distributed in advance and records maintained appropriately.
• Support to Directors
  • Provide day-to-day administrative support to Directors and LPC Department Leads.
  • Manage diaries where appropriate.
  • Support preparation of presentations, reports and briefing papers.
• Stakeholder Engagement
  • Act as a key administrative contact for practices and partner organisations.
  • Develop positive working relationships.
  • Support communication across neighbourhood partners.
• Neighbourhood Working
  • Support the development/promotion of neighbourhood working initiatives.
  • Assist in organising neighbourhood workshops, engagement events and collaborative meetings.
  • Support the implementation of neighbourhood priorities and programmes.
  • Maintain records of neighbourhood activity and outcomes.
• General Administration
  • Provide administrative and project support to LPC.
  • Prepare correspondence, reports and presentations.
  • Coordinate responses to routine enquiries.
  • Assist with data collection and reporting.
  • Maintain confidentiality in accordance with NHS information governance requirements.
  • General support in LPC Hubs as required.

Collaborative Working Relationships

• Build effective working relationships with Directors and Practice Managers.
• Work collaboratively with partner organisations to support integrated neighbourhood working.
• Promote partnership working across health, social care and voluntary sector organisations.
• Support communication between practices, neighbourhood teams and wider stakeholders.

General Duties and Responsibilities

• To promote LPC's vision and values by upholding these in the day-to-day requirements of the role.
• To enhance own performance through continuously developing own knowledge, skills and behaviours to meet the current and future requirements of the role and respond to the learning needs of LPC.
• To undertake Mandatory Training within required timescales.
• To regularly review own practices and make changes in accordance with current and/or best practice, make suggestions for improved practice and identify where other activities affect own practice.
• To raise concerns around malpractice or wrongdoing at work, which may affect patients, staff or the organisation, at the earliest opportunity.

All Staff (at all levels) have the responsibility and duty of care to safeguard and promote the welfare of children and vulnerable adults by ensuring they attend training and are aware of, access and act upon the relevant policies, procedures and practice guidance appropriate to their role. All employees are required to access Safeguarding Awareness training and undertake any additional service specific training and supervision as appropriate to their position.

Quality

• Manage personal time and workload effectively and efficiently.
• Meet deadlines and other performance benchmarks and reporting for the PCN.

Education, Training and Development

• To undertake all relevant training as set out by The Personalised Care Institute.
• Engage with and participate fully in all mandatory training and development.
• Take personal ownership of the responsibility to keep up to date with latest guidelines.
• Undertake additional training and development to close potential gaps in skills and knowledge.

Governance and Risk

• Ensure the confidentiality and security of all information that is dealt with in the course of performing duties.
• Ensure that all systems for Information Governance, GDPR, and confidentiality are maintained at all times.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise people's needs for alternative methods of communication and respond accordingly.

Confidentiality

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to GP practices, patients and their carers, practice staff, GP federation staff and other healthcare workers. They may also have access to information relating to the federation as a business organisation. All such information from any source is to be regarded as strictly confidential. All members of staff are bound by the requirements of the Data Protection Act 1998. Information relating to patients, carers, colleagues, other healthcare workers or the business of the organisation may only be divulged to authorised persons in accordance with LPC policies and procedures, IG regulations and Data Protection Act relating to confidentiality and the protection of personal and sensitive data.

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with business procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in both the federation's and practices' Health & Safety Policies. This will include:

• Using personal security systems within the workplace according to business guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.

Safeguarding

The organisation is committed to safeguarding and promoting the welfare of children and vulnerable adults. It expects all employees to share this commitment. All staff members are required to undertake safeguarding training and follow safeguarding policies and procedures.

Smoke Free Policy

In line with the Department of Health guidelines, the organisation operates a strict smoke-free policy. This includes not permitting the use of E-cigarettes on the premises.

Notes & Review

The Job Description is not intended to be a fully comprehensive description of the duties of the post-holder and may develop over time. Therefore, these duties will be subject to regular review and may be amended in consultation with the post-holder. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the organisation.

Personal Attributes

• Professional and approachable with a positive attitude.
• Able to work collaboratively as part of a team.
• Ability to work on own initiative and organise own workload with minimal supervision, working to tight and often changing timescales.
• Accuracy and attention to detail with an understanding of the need to present the organisation in a positive manner at all times.

Qualifications

• Excellent use of verbal and written English.
• IT/Microsoft Office qualifications or demonstrable experience in the use of IT/Microsoft Office.

Experience

• Experience of supporting high level meetings (e.g. with senior managers, Directors and Board) taking accurate minutes, setting up the meetings and liaising with external agencies.
• Able to manage competing priorities and make judgements on prioritising own workload and time.
• Demonstrable experience of dealing with highly sensitive and confidential information.
• Good skills in Microsoft and other computer packages.
• Ability to work as part of a team and on own initiative.
• Ability to manage competing agendas.
• Clear communicator with excellent writing skills.
• Ability to prioritise, organise and plan own work and to respond to pressure in a positive manner.
• Strong interpersonal skills.
• Experience of working in the NHS.
• Experience of working with Primary Care.

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.