Project Administrator

Job description

Job responsibilities

JOB DESCRIPTION

JOB TITLE: Project Administrator

REPORTS TO: Training Hub Senior Project Manager, supported with training by Leeds and Wakefield Project Managers

ACCOUNTABLE TO: Training Hub Chief Operating Officer

HOURS: 37.5 hours per week - Permanent

SALARY: £21,000 per annum

(Note: TPC is not an Agenda for Change employer, but does offer the NHS Pension)

JOB SUMMARY:

To provide high quality administrative support to the West Yorkshire Primary Care Workforce & Training Hub, hosted by Trust Primary Care Ltd. You will be particularly focusing on the Leeds and Wakefield GP practices and will coordinate a wide variety of NHS England (NHSE) and locally funded schemes and projects as required. The role will be across offices in Leeds, Wakefield and Bradford as required, with potential for remote working if required by the organisation. A sample working pattern may be 2 days in Leeds, 1 day in Wakefield, 1 day in Bradford, 1 day working from home, for example. (Please note, free parking may not always be available when based in Leeds.)

Duties/Responsibilities:

General

• Be the first point of contact for the Leeds and Wakefield teams on relevant schemes to support practices who have taken part. Ensure all processes are up to date and relevant including scheme information packs etc.
• Liaise with and assist the project managers in keeping records and reporting on progress.
• Ensure all schemes run smoothly and accurately and retain necessary records on each individual scheme detailing practices, PCNs and individuals.
• Liaise with external stakeholders i.e. Universities, Placement Learning Facilitators (PLFs), NHS England, ICBs etc.
• Produce accurate placement plans for upcoming undergraduate student nurse placements. Co-ordinate placements within the Leeds and Wakefield area practices & PCNs and assist and advise where appropriate.
• Take responsibility for keeping PARE up to date and completing reports as needed for HEIs, ICB, NHSE and the Training Hubs.
• Work with the other Project Administrators to ensure cross-cover for e.g., annual leave and sickness, e.g., applying Leeds and Wakefield PARE training to assist with Bradford and Calderdale practice, work as needed.
• Engage with practices and provide any necessary information to assist with Workforce & Training needs.
• Support Nursing Leads with audits, mentor updates etc. as needed for nurses within Leeds and Wakefield practices and PCNs.
• Attend external meetings Training Hub Connect Days/Workshops/coordinator meetings, along with university and NHSE meetings etc.
• Completion and reporting of placement allocation forms three times per year, working with project managers.
• Update University PARE reporting mechanisms, following templates, and working with project managers and clinical leads.

Confidentiality:

Employees entrust us with, or allow us to gather, sensitive information in relation to their employment and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, TPC staff and other healthcare workers. They may also have access to information relating to TPC as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of collaborating organisations may only be divulged to authorised persons in accordance with TPCs policies and procedures relating to confidentiality and the protection of personal and sensitive data.

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 TPCs health & safety policy, health & safety manual, and infection control policy and published procedures. This will include (but will not be limited to):

• Ensure they adhere to their individual responsibilities for infection control and health and safety.
• Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines.
• Using personal security systems within the workplace according to TPC 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.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards, and initiation of remedial/corrective action where needed.
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/patient 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 organisation.
• Undertaking periodic infection control training (minimum annually).
• Routine management of own team/team areas, and maintenance of workspace standards.
• Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with TPC procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.

Personal/professional development:

The post-holder will participate in any training programme implemented by TPC as part of this employment, such training, and responsibilities to include:

To be responsible for the self-development of skills and competencies through participation in training and development activities and maintain up to date technical and professional knowledge relevant to the post.

To undertake any identified training and development related to the post and undertake statutory and mandatory training as deemed appropriate by TPC.

• 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 TPC, 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 to meet patients needs.
• 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.
• Communicate effectively with patients and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services:

The post-holder will:

• Apply TPCs policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

Development

The post-holder will engage and participate in any opportunities arising within the development and expansion of the organisation.

Flexibility

This job description is not intended to be exhaustive. The post-holder will be expected to adopt a flexible attitude towards the duties outlined which may be subject to amendment at any time in line with the needs of the organisation. The post holder may be required to fulfil other duties, as agreed with their line managers, to meet the needs of the organisation. This will involve travel to other sites within the organisation.

Person Specification

Experience

Essential

• Excellent organisational skills
• Previous Administrator with experience of working in a busy office environment
• Use of secretarial and clerical systems
• Ability to analyse information, formulating this into reports
• Problem solving and respond to sudden unexpected demands
• Organise workload with minimal supervision working to tight and changing timescales
• Ability to plan, manage, monitor and deliver activities to a time and agreed specification

Desirable

• Ability to influence and negotiate
• Knowledge of primary health care

Skills

Essential

• Ability to prioritise workload effectively
• Ability to use Microsoft Office (Word, PowerPoint, Excel).
• Ability to work with minimal supervision
• Able to set up/manage effective document management systems
• Excellent organisational and administrative skills
• Excellent communication, and interpersonal skills.
• Experience of, and ability to, present and produce clear, accurate and concise minutes, action points and reports.
• Ability to communicate effectively with a wide range of stakeholders
• Excellent written and verbal communications

Desirable

• RSA Level 1
• Experience working in a health or social care setting.
• Problem solving skills
• Presentation skills

Qualifications

Essential

• GCSE grade A to C (or equivalent) in English and Maths

Desirable

• A-level qualifications or equivalent

Personal Qualities/ Behavioral Attributes

Essential

• Deliver the highest standards and quality outcomes possible
• Build positive working relationships, respecting and valuing others, being helpful and inclusive
• Adaptable, flexible, and innovative approach to work
• Acts in ways that support equality, diversity, and inclusion, including treating people with dignity and respect
• Appreciate the need for confidentiality and discretion

Desirable

• Joint working with others, e.g., practices, colleagues in the delivery of high-quality healthcare and training

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

Trust Primary Care Ltd

Address

The Ridge Medical Practice

Cousen Road

Bradford

BD7 3JX

Employer's website

http://www.trustprimarycare.co.uk/ (Opens in a new tab)