Job responsibilities
The Middlewood Partnership is a GP Practice and Primary Care Network of 33,500 patients, established in April 2019. We operate from four sites across Bollington, Disley and Poynton.
At Middlewood we are committed to:
Providing high quality, sustainable, General Practice care from premises in Bollington, Disley and Poynton
Providing services that are joined up with other health, social care and voluntary providers
Retaining valued well trained, motivated and enthusiastic staff
Continuing to be at the forefront of offering excellence in education and training for inter-professional staff
Developing specialist services and care that are provided for patients registered with the practice across the geographical are of Bollington, Disley and Poynton
Participating in research that is relevant and beneficial to our patients
This is a unique opportunity to join our Systems and Digital team working across Bollington, Disley and Poynton as a PCN Support Administrator.
We are always looking to invest in our teams and the organisation with a structured focus on great people. We are looking to recruit an individual who will have the flexibility to undertake work across our four base practices. We are looking for a candidate who shares the Middlewood Values and Behaviours, and has the energy, skills and enthusiasm to contribute to this team.
As an integral part of this team, you will bring integrity, teamwork and focus, in addition to your reporting and administration skills to support our patients and the team.
Working in our Partnership offers great life experience, an opportunity to learn about administrative processes related to medicine, health and wellbeing in the broadest sense, as well as the background administration functions of a successful primary care organisation.
Learning and a sense of accomplishment for doing valuable work are a given here.
Key Responsibilities
As PCN Support Administrator you will support the Systems team and be involved with reporting, systems management and business & organisational administration.
Core role functions
Reporting
- Collating data for various PCN and Practice contractual submissions
- Ad-hoc business or clinical reporting as required
Systems Management
System template management and version control
Management of user accounts and access for systems
Allocation and monitoring of clinical workflows
Business Administration
- Meeting administration
- Planning, co-ordinating and managing the associated administrative processes for meetings and workshops
This will include:
- Requesting items for, and producing, the agendas
- Liaising with speakers/attendees
- Arranging the hospitality/booking venues/booking
- Distributing agendas, minutes and papers in a timely manner
- Recording apologies and tracking attendance
- Following up actions with key leads ensuring that these are completed in advance of meetings as appropriate.
- Attending meetings (in person and/or electronically) and producing accurate minutes
Organisational and Team Administration
- Carrying out general administrative duties including updating information, sending emails, drafting documents.
- Dealing with incoming patient feedback and complaints, ensuring that these messages are communicated appropriately to relevant people and in a timely manner
- Gather and record progress & outcome of feedback and complaints
- Seeking information from stakeholders and external parties as requested by the team.
- Responding to requests for information/action. Including referral to appropriate senior staff, particularly in confidential and/or sensitive situations.
- Continually monitoring, reviewing and where appropriate suggesting and implementing changes to improve the working practices and systems.
- Engaging with the wider team and attending team meetings as appropriate.
- Collate reported incidents, ensuring that they are distributed appropriately and keep record of progress and outcome.
Health, Safety and Security
All employees have a duty to report any accidents, complaints, defects in equipment, near-misses and untoward incidents, following Partnership procedures
To ensure compliance with Health and Safety legislation at all times, including COSHH, Workplace Risk Assessment and Control of Infection
Data Quality
All employees are reminded about the importance of Data Quality and staff should make themselves aware of both departmental and corporate objectives for Data Quality
Data Quality forms part of the appraisal and objective setting process for staff responsible for data entry and data production; staff should ensure that they adhere to policies and procedures at all times. Failure to do so may result in disciplinary action being taken
Information Governance
Middlewood is registered under the Data Protection Act 2018. The post holder will comply with the Data Protection Act and the Access to Health Records Act and the practice policies regarding information governance at all times
You must not at any time use the personal data held by the practice for a purpose not described in the Register entry or disclose such data to a third party
If you are in any doubt regarding what you should and should not do in connection with the Data Protection Act, then you must contact the Caldicott Guardian, the Governance Lead or Medical Director
Ensure that information and data governance relating to peoples data is processed to all relevant standards such as the General Data Protection Regulations
Valuing Diversity and Promoting Equality
You must comply with all relevant policies, procedures and training on valuing diversity and promoting equality
Training
Employees are required to take responsibility for their own and their staffs development
All employees have a duty to attend all mandatory training sessions as required by the Partnership
Safeguarding
All employees have a duty and a responsibility to protect adults at risk and to safeguard children
We would expect the individual to have a good working knowledge of safeguarding policies and procedures
Confidentiality
All dealings within Middlewood remain strictly confidential and the post holder would be expected to maintain this confidentiality at all times
You will have access to confidential information relating to practice business and to individuals. You are required to exercise due consideration in the way you use such information when carrying out your duties
Should you have any doubts regarding the use of information in carrying out your duties, you should seek advice from Partners before communicating such information to any third party. Any breaches of confidentiality will be considered as a disciplinary matter and could lead to dismissal
Job Description
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post holder commensurate with the position. The responsibilities may be amended, after discussion with the post holder, to take into account the development of both the post and the practice. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the effective running of the practice.
Policies and procedures
All employees will be required to read, understand and apply the policies and procedures of The Middlewood Partnership. These policies and procedures can be found on The Middlewood Partnership Intradoc site. All employees will be required to sign to indicate that they have read and understood all policies and procedures.
Guaranteed Interview Scheme
Applicants with a disability, who meet the minimum criteria for the job they are applying for, will be guaranteed an interview. Suitable candidates must indicate in their application that they wish their application to be considered under the scheme (if applicable)
