Primary Care Network Support Officer

Job description

Job responsibilities

REPORTING RELATIONSHIPS

The role will report directly to the Business Support Officer, with oversight from the General Manager.

JOB PURPOSE

Conexus Healthcare Limited is the Confederation for general practice in Wakefield, incorporated in May 2017 we have three aims

1. Delivery of Primary care Services at Scale across the Wakefield District: The confederation develops, manages and delivers primary care-based contracts that support the registered population of Wakefield

2. Delivery of Consultation and Training across the United Kingdom: We design and deliver a range of accredited training courses provide advice and guidance that supports general practices and other primary care organisations.

3. Representing the interests of General Practice in Wakefield: We support general practices in Wakefield operating as formal forum to develop a unified voice for General Practice in emerging new models of care.

In line with the latter aim, the purpose of the role will be to provide high quality administration and project support to the Primary Care Networks (PCNs) in Wakefield.

The seven PCNs in Wakefield have emerged from long-standing relationships between practices, and together they will work with their local populations and partner organisations with the initial focus to improve population health.

As a highly motivated individual, the post holder will be expected to lead on the provision of high quality general, financial, HR and corporate administrative support across multiple PCNs. Managing the design, implementation and ongoing development of systems, processes and policies for the smooth running of all back-office functions.

Utilising excellent communication skills, the Business Support Officer will develop professional working relationships with members of: Conexus Healthcare Ltd, staff in the Primary Care Networks and other system partners.

The post holder will work from multiple sites across Wakefield & District and will work flexibly to meet the needs of the networks.

KEY WORKING RELATIONSHIPS

Develop mutually supportive and beneficial relationships with members of the PCNs.

Have contact with and develop professional relationships with a diverse range of general practice team members including GPs, Nursing Staff, Practice Managers and Administration Staff.

PCN leadership team members and staff from other PCNs in the district and beyond.

ROLE SPECIFIC RESPONSIBILITIES

General:

To carry out the duties and responsibilities of the post to the best of your ability and in accordance with organisational policies.

To maintain personal professional competency including appropriate development.

Make a positive contribution to excellent communications across the PCNs & Conexus Healthcare.

Demonstrate commitment to developing a culture that promotes equality and values diversity.

Maintain appropriate security and confidentiality of information and data, both within Conexus Healthcare and all of its partners.

Administration:

Acting as a point of contact for the networks, ensuring that all contact with the business is dealt with and responded to effectively and ensuring that information is passed on to appropriate team members.

Plan and carry out activities to agreed timescales, respond to, and follow up actions as required by email, social tools, telephone, and to provide the necessary documentation.

Ensure travel, accommodation or venue bookings are made in a timely and cost-effective manner.

Ensure all registers are and up to date, including risk registers, asset register, and policy trackers.

Support the production of performance reporting documentation.

Maintaining a library of policies and protocols including maintaining version control and updating staff on changes where relevant.

Support hiring managers with recruitment activity including planning and overseeing induction for all new starters, ensuring all checks are returned and is compliant within relevant legislation, and ensuring probationary periods are proactively managed and documented by recruiting managers.

Provide financial administration including using finance systems to produce or log invoices.

Governance:

Setting up and administrating PCN meetings, ensuring all members have been invited and have been provided documentation at a suitable time prior to meetings.

Capturing meetings through high-quality and accurate minuting.

Timely production and sharing of action & decision logs following meetings.

Ensure that the diaries of the network leadership teams are managed effectively and that key members of the networks are supported as needed with diary management activities.

Update all member documentation and registration to ensure it is accurate.

Ensure that the diaries of the network leadership teams are managed effectively and that key members of the networks are supported as needed with diary management activities.

Project management

Support the development and implementation of projects

Maintain and administer projects, making sure that all tasks are being identified, managed and that actions are dealt with on time to meet project milestones and maintain smooth running of projects.

Create and maintain project plans for project(s) and workstreams.

Communicate with stakeholders and team members to update on progression of projects.

Ensure that where applicable appropriate project documentation including, highlight reports, risks & issues log, project plan etc. are maintained to enable end of Project reviews can take place.

Ensure that the delivery of accurate reports as required.

Other duties

Other duties may be required to meet the responsibilities of the post and the requirements of the organisation and the primary care networks. You will work as part of the wider Business Support Officer team to support other business areas during absence or annual leave of other business support colleagues.

Standard requirements

Confidentiality: Confidentiality/data protection regarding all personal information and Organisational activity must be maintained at all times (both in and out of working hours) in accordance with professional codes of conduct and relevant legislation such as GDPR and the Data Protection Act. The post holder should ensure that they are familiar with and adhere to all Organisational Information Governance policies and procedures.

Code of Conduct: Maintain a consistently high standard of conduct and to provide the highest standard of service in accordance with the Organisational Code of Conduct for all employees.

Equal Opportunities: Promote the concepts of equality of opportunity and managing diversity Organisationalwide.

Health and Safety: Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act 1974, paying due regard to health and safety in the workplace and management of risk to maintain a safe working environment for service users, visitors and employees.

Professional standards and performance review: Maintain consistent high professional standards and act in accordance with the relevant Professional Code of Conduct. Employees are expected to participate in the performance review process.

Service/organisational standards: To carry out the duties and responsibilities of the post in accordance with organisational policies and where appropriate Support the development of performance standards within the Service/organisation to ensure the service is responsive to and meeting the needs of its customers.

Finance: All Organisational staff will comply with financial processes and procedures.

Safeguarding: The organisation has a responsibility to ensure that all children/young people and adults are adequately safeguarded and protected. As a consequence, all employees are required to adhere to national and local safeguarding policies / procedures and to act upon any concerns in accordance with them.

Communication: Make a positive contribution to excellent communications across Conexus Healthcare, ensuring effective communication with staff, member practices and stakeholders. To ensure compliance with Conexus Healthcare corporate messages and approach at all times, particularly when liaising with external stakeholders and customers. Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.

Person Specification

Qualifications

Essential

• Educated to NVQ level 3 in a relevant subject or equivalent qualification or proven relevant experience.

Desirable

• Evidence of continuous development and of acquiring new skills/knowledge.

Experience

Essential

• Experience of working successfully in a corporate Administrative environment.
• Experience of clearly communicating with a range of stakeholders, with excellent writing, data entry and presentation skills.
• Experience of creating high quality documentation for information and meetings.
• Experience of working with and improving administration systems and functions to support the delivery of high-quality services.
• Experience of working positively and productively with colleagues and external stakeholders.
• Experience in primary healthcare.

Desirable

• Experience of providing project administration.

Skills and Aptitude

Essential

• Has a can-do attitude and enjoys developing solutions to problems or issues encountered in day to day work.
• Excellent a range of Microsoft package skills including Word and Excel to produce high quality documents and reports.
• Recognises when the limits of own competence are exceeded and is able to identify how and from whom to seek support.
• Excellent written and verbal communication skills. Able to produce clear written communication for a wide range of audiences.

Disposition

Essential

• Highly organised and methodical with a focus on detail and quality.
• Able to prioritise own work, schedule and organise own time, sometimes managing conflicting priorities with limited supervision.
• Able to coordinate and schedule competing priorities for a range of staff and external partners.
• Comfortable with working in multiple busy office environments or remotely.

Knowledge / Abilities

Essential

• Knowledge of information governance standards around data security and confidentiality.

Desirable

• An understanding of general practice & primary care networks

Circumstances

Essential

• Able to meet Conexus Healthcare Ltd standards of attendance.
• Independently mobile with a flexible approach to travel across the locality.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Conexus Healthcare Ltd

Address

Sandal Castle Medical Centre

Asdale Rd

Wakefield

West Yorkshire

WF2 7PJ

Employer's website

https://conexus-healthcare.org/ (Opens in a new tab)