Job responsibilities
Job Description
Job Title: Project Support Officer
Reports to: Chief Operating Officer/Operational Business Manager
Accountable to: Chief Operating Officer
Job Summary
The post holder will support the day to day running of Safecare Network Ltd. This will include tasks of an administrative nature, including the processing of invoices, administration duties associated with the running of Safecare Network services and the organisational support for key meetings.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role and may be reviewed on an on-going basis in accordance with the changing needs of the organisation. The post holder may be required to carry out other duties as may reasonably be required by Safecare Network Ltd.
Governance:
- Adhere to all Safecare Governance and Assurance policies and procedures.
- Ensure that any project risks identified are reported to the Chief Operating Officer in a timely manner (as and when appropriate)
Project Management
- Support the development and delivery of project plans, identifying risks and issues as appropriate to the level of responsibility of the role,
- Support the maintenance of risk registers for all services and the Board Assurance Documents
- Be responsible for a high standard of work supporting the delivery of projects
- Responsible for the planning and organisation of various events/meetings, and workshops, ensuring distribution of relevant paperwork (minutes, agenda, presentations) in a timely manner.
- Develop close working relationships with GP practices.
Information Management
- Be familiar with SystemOne
- Competent IT skills
Service Development Responsibilities
- Support the wider engagement with key stakeholders in the development of plans, through organisation of meetings/workshops etc.
- Up-dating of project plans
- Lead on the coordination of clinics for SAFE and UAH services
- Support the development of a program of clinical and quality audits (for all operating services)
Requirements
- Proven experience working in a primary care/GP/health care setting
- Knowledge of office administration systems and procedures
- Excellent time management skills and the ability to prioritise work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Excellent organisational skills with the ability to multi-task
Competencies
Sound knowledge of Windows and MS Office (excel data sheets, formulations & pivot tables)
Awareness of data security requirements.
IT literate
Good verbal and written communication skills.
Problem solving skills.
Flexible approach, team player.
Confidentiality
In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information. They may also have access to information relating to Safecare as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to all matters, other healthcare workers or the business of the organisation may only be divulged to authorised persons in accordance with the organisational policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Overall as an employee you will have access to information that is sensitive to either an individual or to the organisation and you are reminded that in accordance with the requirements of the companys handbook, your confidentiality agreement, policies and procedures and the Data Protection Act 2018, you have a duty to process this information judiciously and lawfully. Any breach of confidentiality during employment will be regarded as serious misconduct and could lead to summary dismissal.
Data Protection
As your employer, the company needs to keep information about you for the purposes connected with your employment. The sort of information we hold includes information for payroll purposes, references, contact names and addresses and records relating to your career with the company. These uses are covered under the Data Protection Act 2018
The information which we hold will be for our management and administration use only but we may need to disclose some information we hold about you to third parties (e.g. Inland Revenue).
Health & Safety
The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in the practice Health & Safety Policy. This will include (but will not be limited to):
Ensuring job holders across the organisation adhere to their individual responsibilities for health and safety, using a system of observation, audit and check, questioning, reporting and risk management.
Maintaining an up to date knowledge of health and safety (statutory and best practice guidelines) and ensure implementation across the business.
Using personal security systems within the workplace according to the organisational guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
Making effective use of training to update knowledge and skills, and initiate and manage the training of others.
Maintaining work areas in a tidy and safe way and free from hazards and initiating remedial/corrective action where needed.
Actively identifying, reporting, and correcting health and safety hazards and infection hazards immediately when recognised.
Keeping own work areas and general areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other managers.
It is the responsibility of all employees to work with managers to achieve a healthy and safe environment, and to take reasonable care of themselves and others.
Sustainable Development
It is the responsibility of all employees to support the companys vision for sustainable development. To undertake their duties in a way that is not wasteful of the environment, financial and social resources.
Equality and Diversity
The post-holder will support the equality, diversity and rights of colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with the companys procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner, which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
It is the responsibility of all employees to support the companys vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity Strategies and Polices.
Personal/Professional Development & Mandatory Training
The post-holder will participate in any training program implemented by the organisation as part of this employment, such training to include:
Completion of all annual Statutory and Mandatory Training (Bluestream Academy)
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality
The post-holder will strive to maintain quality within the organisation, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies.
Effectively manage own time, workload and resources.
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services
The post-holder will:
Apply organisational policies, standards, and guidance
Discuss with other members of the team how the policies, standards, and guidelines will affect your own work.
Other
This job description is meant to act, as a guide to the duties and responsibilities of the above role.
Please note that all colleagues may be asked to carry out additional reasonable requests as part of their day-to-day duties as part of the needs of the department and/or company.
This job description is subject to reviews, amendments as part of the needs of the department and/or company.
