Job summary
Reporting to the Programme Manager, the role holder will provide
support and manage relationship with internal and external stakeholders to
ensure the smooth running of various sites on behalf of Community Venture Leeds
(CVL) and Confederation Primary Care Property (CPCP). The Estate Service Coordinator will provide administrative
and business support to the Service users and providers within the Primary Care
Network (PCN) across Leeds.
Main duties of the job
To
keep the Client Record Management (CRM) up to date with all Confederation
Primary Care Property (CPCP) activity by practice, PCN, GP including which
services are provided, review dates, lease renewal dates, District Value (DV)
review dates, condition schedules and extraordinary lease covenants agreed.
Take
proactive approach with support and delivery of projects
Assist
with project planning, progress tracking, outcomes, and supporting with action
follow up for delivery where required.
To be responsible for relationship
management and the day to day delivery of business administration support.
About us
The GP Confederation represents the collective view of GP practices as providers in Leeds. As an organisation, we haveevolved through shared working with the GP leadership and the existingfederations in Leeds.
We aim to improve care in Leeds, principally through applying the local care partnership model in localities but also by helping spread best practice across the city.
Job description
Job responsibilities
Acting as a
point of contact between the PCN, CVL and CPCP the role holder will be a
self-driven team player, ensuring good communication and exceptional
relationship management.
Key Responsibilities
To
keep the Client Record Management (CRM) up to date with all Confederation
Primary Care Property (CPCP) activity by practice, PCN, GP including which
services are provided, review dates, lease renewal dates, District Valuer (DV)
review dates, condition schedules and extraordinary lease covenants agreed.
Set
up annual reviews for practices where CPCP is on the lease.
Take
proactive approach with support and delivery of projects
Assist
with project planning, progress tracking, outcomes, and supporting with action
follow up for delivery where required.
To be responsible for relationship
management and the day to day delivery of business administration support.
To provide high quality customer service,
ensuring effective communication when dealing with confidential and sensitive issues
or information.
Plan
(with Programme Manager) and attend the CPCP fortnightly Exec meeting.
The
job description and person specification are an outline of the tasks, responsibilities
and outcomes required of the role; the role holder will carry out any other
duties as may reasonably be required by their line manager.
The
job description and person specification may be reviewed on an ongoing basis in
accordance with the changing needs of the Department and the Organisation.
Functional
Responsibilities
Manage
relationship with Community Ventures Leeds (CVL), monitor workload given to
Community Ventures Leeds (CVL), to
identify SLAs are being met.
Monitor
workload given to partners and make sure Service Level Agreements (SLAs) are
being met.
Prepare
and maintain, agendas, minutes, actions list, supporting materials, status
reports and exception reports as required for relevant meetings.
Operational
Responsibilities
Planning and Organisation:
Set
and monitor SLAs for the Facilities Management (FM) provider.
Deliver
against agreed objectives, achieving quality outcomes.
Organise
meetings or events and assist in the diary management requirements of
individuals in connection with portfolio of work.
Produce
a monthly report covering all FM services, this should detail client specific
data and financial information and included in overall monthly report.
Regularly
contact all FM clients to confirm happy with service and arrange an annual
inspection by Community Ventures Leeds (CVL)team
Financial
reporting with information provided by stakeholders.
Co-ordination
of marketing, distribution of material and follow up
Policy and Service Development
Propose
changes to own project, service, and work, informing policy and making
recommendations for more effective delivery.
Contribute
to the review and development of the CPCP administration.
Effort and Environment
Job description
Job responsibilities
Acting as a
point of contact between the PCN, CVL and CPCP the role holder will be a
self-driven team player, ensuring good communication and exceptional
relationship management.
Key Responsibilities
To
keep the Client Record Management (CRM) up to date with all Confederation
Primary Care Property (CPCP) activity by practice, PCN, GP including which
services are provided, review dates, lease renewal dates, District Valuer (DV)
review dates, condition schedules and extraordinary lease covenants agreed.
Set
up annual reviews for practices where CPCP is on the lease.
Take
proactive approach with support and delivery of projects
Assist
with project planning, progress tracking, outcomes, and supporting with action
follow up for delivery where required.
To be responsible for relationship
management and the day to day delivery of business administration support.
To provide high quality customer service,
ensuring effective communication when dealing with confidential and sensitive issues
or information.
Plan
(with Programme Manager) and attend the CPCP fortnightly Exec meeting.
The
job description and person specification are an outline of the tasks, responsibilities
and outcomes required of the role; the role holder will carry out any other
duties as may reasonably be required by their line manager.
The
job description and person specification may be reviewed on an ongoing basis in
accordance with the changing needs of the Department and the Organisation.
Functional
Responsibilities
Manage
relationship with Community Ventures Leeds (CVL), monitor workload given to
Community Ventures Leeds (CVL), to
identify SLAs are being met.
Monitor
workload given to partners and make sure Service Level Agreements (SLAs) are
being met.
Prepare
and maintain, agendas, minutes, actions list, supporting materials, status
reports and exception reports as required for relevant meetings.
Operational
Responsibilities
Planning and Organisation:
Set
and monitor SLAs for the Facilities Management (FM) provider.
Deliver
against agreed objectives, achieving quality outcomes.
Organise
meetings or events and assist in the diary management requirements of
individuals in connection with portfolio of work.
Produce
a monthly report covering all FM services, this should detail client specific
data and financial information and included in overall monthly report.
Regularly
contact all FM clients to confirm happy with service and arrange an annual
inspection by Community Ventures Leeds (CVL)team
Financial
reporting with information provided by stakeholders.
Co-ordination
of marketing, distribution of material and follow up
Policy and Service Development
Propose
changes to own project, service, and work, informing policy and making
recommendations for more effective delivery.
Contribute
to the review and development of the CPCP administration.
Effort and Environment
Person Specification
Qualifications
Essential
- English & Maths to GCSE level A to C or equivalent qualification.
- NVQ level 3 Business Administration/Customer Care or equivalent qualification
Desirable
- National Diploma
- Degree Holder
Experience
Essential
- Experience of working in a busy office environment where working to deadlines and multi-tasking is essential.
- Experience of writing meetings and preparing for board / committee meetings.
- Competent in the use of Microsoft Office packages, including Excel, Outlook, Word and MS Teams.
- Experience of working with various systems and applications.
- Awareness of data protection and confidentiality
- Ability to organise and plan to meet deadlines and manage time effectively.
- Ability to allocate work and monitor progress
- Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate; pre-emptying problems and working to solve them in an appropriate manner.
- Excellent communication skills; written and verbal
- Proven time management
Desirable
- Ability to introduce change to enhance efficiency of the work environment
Person Specification
Qualifications
Essential
- English & Maths to GCSE level A to C or equivalent qualification.
- NVQ level 3 Business Administration/Customer Care or equivalent qualification
Desirable
- National Diploma
- Degree Holder
Experience
Essential
- Experience of working in a busy office environment where working to deadlines and multi-tasking is essential.
- Experience of writing meetings and preparing for board / committee meetings.
- Competent in the use of Microsoft Office packages, including Excel, Outlook, Word and MS Teams.
- Experience of working with various systems and applications.
- Awareness of data protection and confidentiality
- Ability to organise and plan to meet deadlines and manage time effectively.
- Ability to allocate work and monitor progress
- Ability to work without direct supervision, prioritising work and acting on own initiative where appropriate; pre-emptying problems and working to solve them in an appropriate manner.
- Excellent communication skills; written and verbal
- Proven time management
Desirable
- Ability to introduce change to enhance efficiency of the work environment
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.
