Job summary
Job Summary
Were recruiting on behalf of our GP practices for this position.
Sutton PCN are looking for a positive hard-working individual, who enjoys multi-tasking and working within a team, with excellent customer service, can do attitude, and willingness to learn.
We hope to meet people who can settle into one of our practices and make a positive contribution to both our practice and patient populations.
Main duties of the job
Day-to-Day Operations
- Manage the appointment scheduling system and patient bookings
- Coordinate patient flow, room allocations
- Maintain a weekly rota of clinical staffing and identify gaps in rota and capacity and feed this back to leadership team
- weekly email to staff re on call / early morning rota
- Ardens audit updates weekly
Appointments Management
- Maintain the EMIS appointment book
- Monitor appointment statistics and report any obvious gaps to leadership team
- Maintain appointment mapping
Staffing & HR
- Coordinate schedules, shifts, and time-off requests (based off rules / processes set by leadership team)
- Onboard new staff and students (includes timetables, induction, set up on IT systems etc)
- Maintain mandatory training / HR records for clinical staff
- Remove staff off IT systems after they leave
Recordkeeping
- medication claims to ICB (PPA)
- kpi/es target monitoring (regular data updates to leadership team)
- reporting on telephone and appointment data
About us
Primary care networks (PCNs) form a key building block of the NHS long-term plan. Bringing general practices together to work at scale has been a policy priority for some years for a range of reasons, including improving the ability of practices to recruit and retain staff; to manage financial and estates pressures; to provide a wider range of services to patients and to more easily integrate with the wider health and care system. While GP practices have been finding different ways of working together over many years for example in super-partnerships, federations, clusters and networks the NHS long-term plan and the new five-year framework for the GP contract, published in January 2019, put a more formal structure around this way of working, but without creating new statutory bodies. Since 1 July 2019, all except a handful of GP practices in England have come together in around 1,300 geographical networks covering populations of approximately 3050,000 patients. This size is consistent with the size of primary care homes, which exist in many places in the country, but much smaller than most GP federations. Around 50 networks, usually in very rural areas, will cover a population of less than 30,000, but most are bigger than 50,000. If you would like the opportunity to make a difference in our community, come and join Sutton PCN
Job description
Job responsibilities
The Operations Coordinator has to be a highly organized, detail-oriented role focused on keeping everything running smoothly through administrative expertise and leadership. Strong communication, coordination and people skills would be essential as well. Attention to detail is imperative.
Day-to-Day Operations
- Manage the appointment scheduling system and patient bookings
- Coordinate patient flow, room allocations
- Maintain a weekly rota of clinical staffing and identify gaps in rota and capacity and feed this back to leadership team
- weekly email to staff re on call / early morning rota
- Ardens audit updates weekly
Appointments Management
- Maintain the EMIS appointment book
- Monitor appointment statistics and report any obvious gaps to leadership team
- Maintain appointment mapping
Staffing & HR
- Coordinate schedules, shifts, and time-off requests (based off rules / processes set by leadership team)
- Onboard new staff and students (includes timetables, induction, set up on IT systems etc)
- Maintain mandatory training / HR records for clinical staff
- Keep up to date on rules and regulations around students (e.g. annual leave and study leave requests) and monthly reporting of SpRs to royal free
- Remove staff off IT systems after they leave
Recordkeeping
- medication claims to ICB (PPA)
- kpi/es target monitoring (regular data updates to leadership team)
- reporting on telephone and appointment data
Technology
- Oversee software systems
- Troubleshoot tech issues, liaise with IT consultants/ service desk.
- Smart card set ups
- Evaluate new software, digital systems/tools alongside leadership team
- Envisage coda add and maintain messages and videos (could go elsewhere)
- Maintain BP machine if any issues
- Open Exeter password resets, cytology queries, cytology recall lists
Leadership & Planning
- Set administrative protocols and office policies
- Create processes and procedures manuals
- Staff occasions birthday emails, vouchers, leaving cards
Quality improvement
- Develop and implement a quality improvement strategy aligned with the surgery's objectives and regulatory requirements
- Lead quality improvement projects, including performing root cause analyses, developing action plans, and monitoring results
- Review and evaluate current clinical and operational processes, systems, and workflows in the surgery
- Develop recommendations for process improvements based on best practices and input from staff and patients
- Work with management team to help implement changes and improvements
- Collaborate with clinical and non-clinical staff to identify areas for improvement, implement changes, and track progress
Job description
Job responsibilities
The Operations Coordinator has to be a highly organized, detail-oriented role focused on keeping everything running smoothly through administrative expertise and leadership. Strong communication, coordination and people skills would be essential as well. Attention to detail is imperative.
Day-to-Day Operations
- Manage the appointment scheduling system and patient bookings
- Coordinate patient flow, room allocations
- Maintain a weekly rota of clinical staffing and identify gaps in rota and capacity and feed this back to leadership team
- weekly email to staff re on call / early morning rota
- Ardens audit updates weekly
Appointments Management
- Maintain the EMIS appointment book
- Monitor appointment statistics and report any obvious gaps to leadership team
- Maintain appointment mapping
Staffing & HR
- Coordinate schedules, shifts, and time-off requests (based off rules / processes set by leadership team)
- Onboard new staff and students (includes timetables, induction, set up on IT systems etc)
- Maintain mandatory training / HR records for clinical staff
- Keep up to date on rules and regulations around students (e.g. annual leave and study leave requests) and monthly reporting of SpRs to royal free
- Remove staff off IT systems after they leave
Recordkeeping
- medication claims to ICB (PPA)
- kpi/es target monitoring (regular data updates to leadership team)
- reporting on telephone and appointment data
Technology
- Oversee software systems
- Troubleshoot tech issues, liaise with IT consultants/ service desk.
- Smart card set ups
- Evaluate new software, digital systems/tools alongside leadership team
- Envisage coda add and maintain messages and videos (could go elsewhere)
- Maintain BP machine if any issues
- Open Exeter password resets, cytology queries, cytology recall lists
Leadership & Planning
- Set administrative protocols and office policies
- Create processes and procedures manuals
- Staff occasions birthday emails, vouchers, leaving cards
Quality improvement
- Develop and implement a quality improvement strategy aligned with the surgery's objectives and regulatory requirements
- Lead quality improvement projects, including performing root cause analyses, developing action plans, and monitoring results
- Review and evaluate current clinical and operational processes, systems, and workflows in the surgery
- Develop recommendations for process improvements based on best practices and input from staff and patients
- Work with management team to help implement changes and improvements
- Collaborate with clinical and non-clinical staff to identify areas for improvement, implement changes, and track progress
Person Specification
Qualifications
Essential
- Excellent Communication (Oral / Written) Skills Working knowledge of MS Office Applications
- Good understanding of Clinical management
- Good understanding of developing and completing audits, analysing results / data
- Problems solving and a solution focused approached
Desirable
- Working knowledge of EMIS
- Basic IT Skills
Experience
Essential
- Personal Qualities and Attributes
- Essential
- Adhering to PCN Core Values
- 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.
Person Specification
Qualifications
Essential
- Excellent Communication (Oral / Written) Skills Working knowledge of MS Office Applications
- Good understanding of Clinical management
- Good understanding of developing and completing audits, analysing results / data
- Problems solving and a solution focused approached
Desirable
- Working knowledge of EMIS
- Basic IT Skills
Experience
Essential
- Personal Qualities and Attributes
- Essential
- Adhering to PCN Core Values
- 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.
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.
Employer details
Employer name
Sutton Primary Care Networks
Address
Robin Hood Lane Health Centre
Robin Hood Lane
Sutton
Surrey
SM1 2RJ
