PCN Proactive Care Administration Assistant

We have an exciting new opportunity for a Primary Care Network (PCN) Administration Assistant to join our Primary Care (PAC) team. The PCN Proactive Care (PAC) Administration Assistant provides comprehensive administrative and coordination support to the Proactive Care Team within Taunton Central Primary Care Network (PCN).

Main duties of the job

The post holder supports the effective delivery of the PCNs proactive care model by undertaking a range of defined administrative, organisational and information management duties. The role works closely with PAC Team members, PCN practices and neighbourhood partners to support communication, meeting coordination, governance processes and day-to-day service delivery. The post holder works to agreed procedures and priorities and under the direction of the PAC Leadership Team. The role does not include clinical decision-making, line management or autonomous service development.

About us

Taunton Central Primary Care Network has approximately 60,000 patients registered with four practices in Taunton and one practice in the neighbouring village of Bishops Lydeard. Working collaboratively to develop the best patient-centred care and services. We pride ourselves on our ability and willingness to adopt innovative ways of working that improve patient care and make our PCN a rewarding place to work.

The five practices within Taunton Central PCN are: College Way Surgery, Crown Medical Centre, French Weir Health Centre, St James Medical Centre, and Quantock Vale Surgery. The successful candidate must have a full UK driving licence with access to own vehicle as travel across all five practices and sites is a requirement for this role.

Job responsibilities

Salary: Based on Agenda for Change Band 3 dependent on experience
Hours: negotiable with successful candidate

Primary key responsibilities of the role:

• Service and Team support
  • Provide administrative support to the delivery of the PCNs proactive care services and projects.
  • Support PAC Team members with diary management, coordination of activity and general administrative tasks.
  • Assist with the preparation, formatting and maintenance of documentation including standard operating procedures, templates, pathways and policies, as directed.
• Meetings and Coordination
  • Arrange, service and minute meetings including: Professional and patient MDT meetings, PAC Team meetings and meetings with PCN member practices, Other ad-hoc meetings as required.
  • Record, track and follow up agreed actions, escalating issues where appropriate.
• Communication and Stakeholder Support
  • Act as a first point of contact for routine enquiries from PCN practices and neighbourhood stakeholders, responding within scope and escalating complex matters as required.
  • Monitor shared PAC Team email inboxes and task systems, actioning routine items and distributing or escalating others in line with agreed processes.
  • Support communication and engagement by disseminating agreed information across the PAC Team, PCN practices and neighbourhood partners.
• Governance, Risk and Quality Support
  • Provide administrative support to patient feedback, complaints, incidents and learning processes, as requested.
  • Support the administrative aspects of safeguarding and risk management processes, under the direction of the PAC Leadership Team or appropriate clinician.
  • Assist with quality improvement activity by supporting data collection, documentation and action tracking.
• Information Management and Data
  • Maintain accurate electronic and paper records in line with information governance and PCN policies.
  • Run routine computer-based data searches and reports to support monitoring, audit and service delivery.
  • Update patient records accurately and in a timely manner following administrative interactions, in accordance with guidance.
• Lone Working and Workforce Support
  • Provide administrative support to the monitoring of PAC Team diaries.
  • Assist with lone working procedures by coordinating information and escalating concerns in line with policy.
  • Support workforce processes including coordination of training, appraisal administration and maintenance of staff records.
• General Administration
  • Maintain the PAC Team key dates diary.
  • Manage office supplies, patient information materials and stock levels in line with agreed processes.
  • Maintain an inventory of PAC Team equipment and coordinate servicing or replacement as required.
  • Process incoming and outgoing mail.
  • Undertake filing, scanning, photocopying and document management.
  • Handle incoming and outgoing telephone calls and deal with enquiries appropriately.
  • Log and monitor IT support requests via the relevant systems.

Secondary Responsibilities:

In addition to the primary responsibilities, the PCN PAC Administration Assistant may be requested to:

• Support the delivery of GMS contract work including QOF, Network Contract DES and Primary Care National Service Frameworks including supporting Quality Improvement work and New Funding Framework (NFF).
• Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner.
• Duties may vary from time to time without changing the general character of the post or the level of responsibility.

Job Description Agreement:

The job description and person specification may be amended following consultation with the post holder to facilitate the development of the role, the organisation, and the individual. All personnel should be prepared to accept additional or surrender existing duties to enable the efficient running of the organisation.

Person Specification

Qualifications

• GCSE Mathematics and English (4 or above)
• Educated to GCSE level or equivalent
• NVQ Level 2 in Health and Social Care

Experience

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in a healthcare setting

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.