Team Administrator PGPA HQ

Job description

Job responsibilities

Arrange meetings with the team and relevant stakeholders as per the agreed schedule ensuring all resources required for the meeting are in place

Support with meetings to include scheduling, room booking, preparing agendas and completing accurate, concise minutes for meetings accompanied with relevant action lists.

Take notes and write these up electronically ensuring that they accurately reflect the decisions and discussion that took place during the meeting, ensuring that responsibilities and ownership are clearly indicated within the minutes.

Developing and maintaining effective electronic filing systems, to ensure information is kept securely and is accessible to other members of the team, particularly for new starters on BrightHR

The post holder will be required to communicate information effectively via email, telephone and in person taking into account the requirements of the Information

Ensure a full range of administrative support services is established across for the corporate meetings and for the PCN meetings where required

Manage electronic diaries to ensure the best use of CEO and senior staff time, ensuring briefing papers and venue details/location are available and to resolve conflicting diary appointments to ensure priorities are achieved.

Ensure files and records are kept appropriately and in line with the IG standards.

Collecting and analysing information as requested.

Obtain feedback using an evaluation process, record and monitor the quality of support making improvements in service delivery where required.

Use data, and improve data quality, to understand demand, capacity, and activity in order to hit government set targets within IIF and QOF with particular reference to Population Health Management.

Compile and submit reports on behalf of PCNs and PGPA to local, regional and national governing and commissioning bodies as required either regularly or on an ad hoc basis.

Present information to PCNs and PGPA in a manner which is clearly understood.

Utilise all Microsoft Office packages when producing correspondence, emails, reports, presentations, databases and spreadsheets; this will include completion of ratification sheets on Excel

Governance Policy and data protection responsibilities.

Facilitate the NHS Health Checks correspondence which will mean engaging with senior stakeholders and practices to ensure data is uploaded correctly.

Facilitate good working relationships with ICB representatives and Calderdale Council for Pennine GP Alliance, particularly senior management, Commissioning Managers, PCN Managers, Clinical Directors and Board.

Provide administrative support such as taking enquiries, handling post and escalating any issues in a timely manner, ensuring all confidential communications are distributed appropriately.

Support Pennine GP alliance in communicating and engaging with members and stakeholders. This will include taking telephone calls and using initiative to deal with phone calls and messages.

Deal with queries and issues within area of expertise, referring issues to other the management team as required.

Support with administration relating to business development and undertake research for the senior management team.

Work independently whilst following the organisations policies and adhering to our values and behaviours.

Must be able to prioritise own workload and be flexible where required with regards to tasks and duties.

To maintain up to date knowledge of legislation, national and local policies and issues in relation to the specific client group, mental health and community care delivery.

To comply with the Professional Codes of Conduct and to be aware of changes in these. To maintain up to date knowledge of all relevant legislation and local policies and procedures implementing this.

To ensure that all duties are carried out to the highest standard and in accordance with currently quality initiatives within the work area.

To comply with all relevant organisations policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information and to be aware of any changes in these.

To comply at all times with the PGPAs Information Governance related policies. Staff are required to respect the confidentiality of information about staff, patients and PGPA business and in particular the confidentiality and security of personal identifiable information in line with the Data Protection Act. All staff is responsible for ensuring that any data created by them is timely, comprehensive, accurate, and fit for the purposes for which it is intended.

Person Specification

Qualifications

Essential

• Touch typing and accurate data entry
• IT Literate
• Educated to A level / NVQ 3 level in a relevant subject or equivalent level of qualification or significant previous proven experience
• Evidence of continued professional development

Desirable

• Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area
• Graduate level education desirable and will support further continuous development

personal attributes

Essential

• Personally, and professionally motivated to achieve against the highest standards
• Is comfortable following guidelines and ensuring compliance against given standards
• Is responsive and flexible
• Knows when to seek professional guidance where rules are uncertain

Experience

Essential

• ExExperience of working successfully within a data entry or administration role
• Experience of teamwork
• Experience of delivering high level of customer services

Desirable

• Understanding of the NHS & its partner organisations
• Previous experience of working in Primary Care

Skills

Essential

• Previous experience of administrative roles
• Excellent attention to detail in high level of accuracy
• Ability to work under pressure
• Excellent communication and interpersonal skills
• Ability to work as a member of a team
• Ability to work with data analysis and data visualisation
• Ability to work autonomously
• Good telephony and email skills

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

Pennine GP Alliance

Address

Elsie Whiteley Innovation Centre

Hopwood Lane

Halifax

West Yorkshire

HX1 5ER

Employer's website

https://penninegpa.co.uk/ (Opens in a new tab)