Job summary
Bramhall and Cheadle Hulme PCN is looking for a self motivated, highly organised Executive Assistant and Care Co ordination Support to join our well established team. This mixed role is ideal for someone who thrives in a role with lots of moving parts! It combines high level administration with support to roles carrying out proactive patient centred care co ordination.
You'll support the PCN Leadership team by managing diaries , preparing reports and presentations, co ordinating meetings and events and ensuring the smooth running of administrative service across the PCN teams. At the same time, you'll work closely with our Care Co ordination team and Operations Manager to ensure contractual compliance and achievement through supporting with areas of Care Co ordination and patient related tasks, working with the data team to demonstrate attainment across the teams and assisting the OM with performance management of the team.
This is a fantastic opportunity to make a real impact in a well established PCN, that serves over 58,000 patients in Stockport.
We're looking for a confident, motivated and bright individual who has plenty of initiative and capability.
Executive Assistant and Healthcare/Care Co ordination experience is essential.
Main duties of the job
The purpose of this role is to support all key activity across the PCN; supporting the PCN Leadership team by coordinating activity and providing an efficient, well organised administrative service andsupporting the Care Co ordination operation across all services.
This role will provide support directly to the Exec Board,Chief Operating Officer, Clinical Director and Operations Manageracross a range of Meetings, Projects and administrative tasks whilst also providing care co ordination support in areas of the Primary Care contracts.
This role will have responsibility for meeting organisation; inviting relevant attendees, working with the COO, OM and CD to set the Agendas, and manage the minuting of the meetings and the follow up of any actions arising.
The post holder must be able to facilitate high quality projects, services and provide administrative support to the Leadership team. They must be comfortable working with and assimilating complexity in a highly confidential environment.
This role requires utmost integrity and will be part of wider discussions and decision making with the OM in relation to service delivery and resource planning. This role will also be involved with PCN Projects, events and any contractual compliance.
The role will support the OM with monitoring and audit ofdata relating to contract achievement.
About us
Bramhall and Cheadle Hulme PCN was set up in 2019 and later incorporated into a limited company.
It provides Primary Care teams to support general practice across a range of services .
Staff directly employed by the PCN range from GPs, Pharmacy teams, Physio teams, Social Px, Health and Well Being Coaches, Care Co ordinators etc plus the wider PCN Leadership team.
This role benefits from being a mix of mainly home based, PCN office based and occasional Practice Based with also the added interest of working from event and other meeting spaces.
This role is part of the NHS Pension Scheme (20.6% Employer contribution)
Other benefits include Blue light card, additional staff wellbeing time, 5 weeks AL plus bank holidays, Staff away days, regular team meetings etc.
Job description
Job responsibilities
1.Organisation
of PCN Board and committee meetings for internal and externalattendees;
scheduling meetings, inviting relevant parties, arranging refreshments, invoicing
, attending the meetings to minute virtually or face to face as required.
2.
Manage
venue bookings for events and associated other services required
3. Be
on hand at events to set up the event and also assist with I.T troubleshooting
4.
Minute
all meetings as requested to attend by PCN leadership team or Board
5.
Communicate
all meeting/committee actions and decisions to those required toimplement
them and arrange for feedback on completion and taking a lead to ensuring
decisions and recommendations following committees /meetings are properly
recorded and followed through in a timely manner.
6.
Support
the COO and CD with diary management for internal and stakeholdermeetings.
7.
To
create, manage and maintain a programme tracker of all ongoing PCNProjects;
regularly liaising with COO and CD to maintain momentum and progress
projects
8.
Assist
the COO in the maintenance of reports, risk registers and project plans, to be
made available to key stakeholders, including boards and committees
9.
Work
with the COO to complete national toolkit submissions such as Estatestoolkits,
Data Protection toolkits
10. Support the COO in the maintenance and development
of effective corporate governance arrangements and the PCN compliance functions
11. Work with the OM to support the review of the
PCNs policies and procedures to ensure these remain fit for purpose and
account for current guidance and legislative requirements.
12. HR administration supporting the OM and COO
in all areas of HR including recruitment, policy implementation, absence
management, updating and maintaining relative HR software systems and reporting,
HR processes including pre-employment checks, new starter documentation, and
induction programmes, support in HR meetings, investigations and disciplinaries
as notetaker.
13. Responsibility for ordering of any consumables
or goods required in the PCN office or wider.
14. Work with OM to manage a central electronic
documentation storage system on MS Teams requiring the saving/scanning and
filing of all documents
15. Operationally Supporting (as assigned by OM,)
across all Care Co ordination teams to ensure the timely completion of reviews,
assessments, and patient support; booking appointments, reviewing clinics,
speaking to and supporting patients, carrying out reviews, signposting to
external services etc.
16. Supporting the OM with any vaccine related
delivery in the PCN
17. Delivering Care Co ordination support around
Long term condition management as part of the DES and QOF; specific focuses on
Hypertension, CVD, Cancer and associated compliance requirements.
18. Identifying areas for process improvement in
Care Co ordination ways of working or reporting; liaising with OM to improve
efficiencies with Care Co remits and produce relevant SOPS.
19. Working with PCN Leadership team to monitor
compliance to contractual obligations and tracking progress of attainment in
areas such as PCN streams of the LCS framework, the Network DES including IIF,
Capacity and Access etc.
20. Maintaining tracker systems and proactively
working with practices for regular progress updates.
21. Assist OM in response to any PCN related
complaints
22. Maintain logs from any PCN Services of any
arising significant or learning events ensuring they are fully tracked and
actions concluded
23. General administrative duties
24. It should be noted that whilst this job
description lists the main areas ofresponsibility,
there may be additional tasks appropriately assigned by either the OM, COO
or CD to this role.
25. It is necessary to be a car driver and have
access to a car to enable travel between PCN estatesand event venues.
Job description
Job responsibilities
1.Organisation
of PCN Board and committee meetings for internal and externalattendees;
scheduling meetings, inviting relevant parties, arranging refreshments, invoicing
, attending the meetings to minute virtually or face to face as required.
2.
Manage
venue bookings for events and associated other services required
3. Be
on hand at events to set up the event and also assist with I.T troubleshooting
4.
Minute
all meetings as requested to attend by PCN leadership team or Board
5.
Communicate
all meeting/committee actions and decisions to those required toimplement
them and arrange for feedback on completion and taking a lead to ensuring
decisions and recommendations following committees /meetings are properly
recorded and followed through in a timely manner.
6.
Support
the COO and CD with diary management for internal and stakeholdermeetings.
7.
To
create, manage and maintain a programme tracker of all ongoing PCNProjects;
regularly liaising with COO and CD to maintain momentum and progress
projects
8.
Assist
the COO in the maintenance of reports, risk registers and project plans, to be
made available to key stakeholders, including boards and committees
9.
Work
with the COO to complete national toolkit submissions such as Estatestoolkits,
Data Protection toolkits
10. Support the COO in the maintenance and development
of effective corporate governance arrangements and the PCN compliance functions
11. Work with the OM to support the review of the
PCNs policies and procedures to ensure these remain fit for purpose and
account for current guidance and legislative requirements.
12. HR administration supporting the OM and COO
in all areas of HR including recruitment, policy implementation, absence
management, updating and maintaining relative HR software systems and reporting,
HR processes including pre-employment checks, new starter documentation, and
induction programmes, support in HR meetings, investigations and disciplinaries
as notetaker.
13. Responsibility for ordering of any consumables
or goods required in the PCN office or wider.
14. Work with OM to manage a central electronic
documentation storage system on MS Teams requiring the saving/scanning and
filing of all documents
15. Operationally Supporting (as assigned by OM,)
across all Care Co ordination teams to ensure the timely completion of reviews,
assessments, and patient support; booking appointments, reviewing clinics,
speaking to and supporting patients, carrying out reviews, signposting to
external services etc.
16. Supporting the OM with any vaccine related
delivery in the PCN
17. Delivering Care Co ordination support around
Long term condition management as part of the DES and QOF; specific focuses on
Hypertension, CVD, Cancer and associated compliance requirements.
18. Identifying areas for process improvement in
Care Co ordination ways of working or reporting; liaising with OM to improve
efficiencies with Care Co remits and produce relevant SOPS.
19. Working with PCN Leadership team to monitor
compliance to contractual obligations and tracking progress of attainment in
areas such as PCN streams of the LCS framework, the Network DES including IIF,
Capacity and Access etc.
20. Maintaining tracker systems and proactively
working with practices for regular progress updates.
21. Assist OM in response to any PCN related
complaints
22. Maintain logs from any PCN Services of any
arising significant or learning events ensuring they are fully tracked and
actions concluded
23. General administrative duties
24. It should be noted that whilst this job
description lists the main areas ofresponsibility,
there may be additional tasks appropriately assigned by either the OM, COO
or CD to this role.
25. It is necessary to be a car driver and have
access to a car to enable travel between PCN estatesand event venues.
Person Specification
Experience, knowledge and skills
Essential
- Educated to degree level or equivalent, or demonstrable equivalent experience.
- Evidence of Continuous professional development
- An understanding of PCNs and the contractual frameworks they deliver within
- Understanding of Information Governance standards
- Ability to analyse issues where material is conflicting and drawn from multiple
- sources
- Basic knowledge of project principles
- Experience of servicing and supporting meetings and organising events.
- Experience attending meetings as requested taking, transcribing and circulating minutes and correspondence to members.
- Experience in utilising the full range of general office management knowledge and administrative processes and procedures to include diary management and general office management knowledge
- Experience of assimilating data and producing high quality presentations and reliable reports
- Demonstrable experience in health service information management, working with clinicians and managers
- Experience of working within a corporate support role
- Demonstrated capability to act upon incomplete information, using experience to make inferences and decision making
- Ability to analyse numerical and written data, assess options and draw appropriate initiatives
- Experienced administrator
- Excellent interpersonal, verbal and written communication skills
- Demonstrable evidence of empathy and care in a healthcare environment
- Experience and competency working with highly confidential subject matter
- Evidence of being able to lead projects
- Excellent software utilisation
- Good time Management and ability to work autonomously and prioritise workload for self and others
- Ability to multitask and work with competing demands
- Ability to work independently and effectively within a team
- Ability to recognise and work within own limitations
- Ability to adapt to change within working situations
- Reflective working to improve outcomes
- Understanding of equal opportunities and diversity
- Access to own transport and ability to travel across the locality on a regular basis, including to visit people in their own home.
- Evidence of certified continuing professional development
Desirable
- Desirable
- Previous experience as a Care Co ordinator in Primary Care
- Knowledge of EMIS
- Care Co ordinator accredited training around health coaching and self supporting health management.
Person Specification
Experience, knowledge and skills
Essential
- Educated to degree level or equivalent, or demonstrable equivalent experience.
- Evidence of Continuous professional development
- An understanding of PCNs and the contractual frameworks they deliver within
- Understanding of Information Governance standards
- Ability to analyse issues where material is conflicting and drawn from multiple
- sources
- Basic knowledge of project principles
- Experience of servicing and supporting meetings and organising events.
- Experience attending meetings as requested taking, transcribing and circulating minutes and correspondence to members.
- Experience in utilising the full range of general office management knowledge and administrative processes and procedures to include diary management and general office management knowledge
- Experience of assimilating data and producing high quality presentations and reliable reports
- Demonstrable experience in health service information management, working with clinicians and managers
- Experience of working within a corporate support role
- Demonstrated capability to act upon incomplete information, using experience to make inferences and decision making
- Ability to analyse numerical and written data, assess options and draw appropriate initiatives
- Experienced administrator
- Excellent interpersonal, verbal and written communication skills
- Demonstrable evidence of empathy and care in a healthcare environment
- Experience and competency working with highly confidential subject matter
- Evidence of being able to lead projects
- Excellent software utilisation
- Good time Management and ability to work autonomously and prioritise workload for self and others
- Ability to multitask and work with competing demands
- Ability to work independently and effectively within a team
- Ability to recognise and work within own limitations
- Ability to adapt to change within working situations
- Reflective working to improve outcomes
- Understanding of equal opportunities and diversity
- Access to own transport and ability to travel across the locality on a regular basis, including to visit people in their own home.
- Evidence of certified continuing professional development
Desirable
- Desirable
- Previous experience as a Care Co ordinator in Primary Care
- Knowledge of EMIS
- Care Co ordinator accredited training around health coaching and self supporting health management.
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.
