Administrator in Wareham

Purbeck PCN are seeking an experienced administrator to join their team working 15 hours per week at their office located within Wareham Surgery. The successful candidate will need to possess excellent knowledge of all Microsoft applications and wider IT skills, be highly organised, flexible, and comfortable with adapting their workload to respond to changing and conflicting priorities. This role is extremely varied, with constantly changing priorities and you will be expected to be happy working within an environment where each day is different.

Main duties of the job:

• The role of the PCN Administrator is to assist and provide administrative support to the Clinical Director, Network Director, and practices in order to develop and support service improvement in line with local and national priorities.
• Building strong relationships with primary care colleagues and local partners to proactively support and drive change will be a key element of this role.

Job responsibilities:

• Assist the PCN leadership team and PCN committee with coordinating PCN-level meetings including creating outlook invitations, creating and distributing agendas, taking meeting minutes and arranging logistics such as room bookings.
• Assisting the PCN leadership team with administration duties such as formalising and distributing documents using PCN templates and maintaining the digital filing system for the PCN.
• Supporting the administration of internal PCN SOPs, this will include formatting the document, electronically storing and distributing new and updated SOPs internally, as well as monitoring their review dates and highlighting these with the PCN leadership team and SOP owner.
• Acting as first point of reference and support for administration queries for the PCN leadership team and PCN committee.
• Maintaining the PCN asset register which includes ensuring the signing in and out of equipment process is followed and all documents are stored correctly within the digital filing system.
• Under the instruction of the PCN leadership team and service leads to be responsible for ordering new PCN equipment as well as stock supplies for PCN services.
• Responsible for coordinating and organising the calibration and servicing of PCN equipment.
• Acting as a first point of reference for the PCN rooms situated within Wareham Health centre.
• Calendar management including staff whereabouts, annual leave tracking, and absence recording.
• Maintaining a mandatory training register for all PCN staff.
• Supporting with the administration of PCN governance and regulatory documentation as directed by the PCN Network Director.
• Organising Protected learning time (PLTs) and events for the PCN and wider practice staff.
• Acting as a first point of reference for PCN public relation matters signposting to appropriate lead.
• Take on the role of PCN Wellbeing Champion, which includes creating and distributing monthly wellbeing updates.
• Responsibility for maintenance of the PCN credentialing register for PCN staff, ARRs and other allied-health professionals aligned to the PCN workforce.
• Recruitment administration support which includes formatting job description, and other recruitment letters, arranging interview logistics, arranging ID/DBS/reference checks and other administrative duties to support the recruitment lead for the advertised position.
• Administration support for the onboarding of all new PCN staff ensuring the new starter checklist is completed for all new employees.
• Administration support for PCN employees that are leaving, ensuring the leavers checklist is completed.
• Administration and IT support for new and existing PCN staff.
• Supporting with the organising of SystmOne training for new and existing PCN staff members under the instruction of the PCN Network Director.
• Acting as first point of contact for all PCN SystmOne module administration enquiries.

Person Specification:

• Qualifications

• Essential: Educated to GCSE A-C standard or equivalent in Maths and English.
• Desirable: Business and Administration Level 3 Diploma NVQ or equivalent experience.

• Essential: Ability to develop and maintain good working relationships and communicate with a variety of audiences in a professional manner.
• Experience in prioritising workload autonomously, with defined scope and as part of a wider team.
• Experience managing confidential and sensitive information.
• Ability to demonstrate effective organisational skills and follow processes accurately with attention to details.
• Intermediate knowledge of Microsoft Office packages including Word, Outlook, PowerPoint and Excel.
• Excellent interpersonal and communication skills.
• Flexibility in approach to tasks undertaken.
• Able to reflect on personal strengths and weaknesses and proactively seek development opportunities.
• Ability to use initiative, work independently and as part of a team.

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.

Employer name: Purbeck Primary Care Network

Address: Wareham Surgery, Streche Road, Wareham, Dorset, BH20 4PG