Job summary
West
Suffolk Alliance, part of the Suffolk & North East Essex Integrated Care
System is the statutory body responsible for commissioning healthcare services
to the population of West Suffolk.
The
West Suffolk Alliance covers all 24 GP practices in the area and is overseen by
a governance structure, which is responsible for making decisions about
healthcare.
The
Primary Care Administrator will work as part of a team supporting general
practice and Primary Care Networks at a crucial stage in the development of a Suffolk
& North East Essex Integrated Care System.
The
post-holder will support the Team with various administrative tasks pertinent
to the role.
Main duties of the job
1.
To
adopt a flexible approach to the matrix working of the primary care team in
order to deliver projects across West Suffolk.
2.
To
compile reports, minutes and action logs to assist with the delivery of
projects within expected timeframes.
3.
To
support any new systems or processes that result in an improved patient
experience and easier access that can be measured transparently.
4.
Facilitate
and support integrated working with the West Suffolk Alliance and Suffolk &
North East Essex STP to engage all necessary parties.
5.
Working
within the project boundaries demonstrating good organisational skills as
agreed with the project lead.
6.
To
help investigate and resolve any problems that occur and liaise with those
involved.
7.
To
use engagement and communication skills to ensure effective delivery of the
primary care initiatives.
8.
To
assist in the organisation of the West Suffolk Educational Forums.
9.
To
compile the West Suffolk Primary Care Newsletter on a weekly basis.
10.
To
co-ordinate monthly practice visits for the primary care team.
About us
The NHS Suffolk and North East Essex ICB plan and buy healthcare services for over one million people. Working within a total budget of £1.5bn per year, we serve some of the poorest and wealthiest communities in the UK.
In addition to consolidating our own resources and expertise, we are also building powerful alliances with our partners in the local government, healthcare, community and voluntary sectors. Because we know that together, we can achieve the best possible health outcomes
We are committed to providing a supportive work environment where employees are able to work to the best their abilities. We value professional development and care about health and wellbeing of our staff with many initiatives in place to make us an employer of choice and an organisation that employees are proud to be part of.
Job description
Job responsibilities
Role purpose:
- Administrative support to the Primary Care Team on agreed tasks projects for specified GP services for the West Suffolk Alliance. To include diary management and to act as first point of contact via the Primary Care inbox.
- Produce a Primary Care weekly newsletter.
- Ensure that Practice support areas of work within the West Suffolk Alliance are well organised and support the delivery at pace.
- Support the Primary Care Team on work programmes to ensure the success of the GP5YFV and the GP contract reforms.
- To work in collaboration with other ICB staff supporting the team as appropriate.
Key Result Areas (KRAs):
- Utilising established system (CQRSL) monitoring of Enhanced Service payments.
- Produce the WS Alliance GP Newsletter.
- Support the management of the Clinical Education Events.
Job description
Job responsibilities
Role purpose:
- Administrative support to the Primary Care Team on agreed tasks projects for specified GP services for the West Suffolk Alliance. To include diary management and to act as first point of contact via the Primary Care inbox.
- Produce a Primary Care weekly newsletter.
- Ensure that Practice support areas of work within the West Suffolk Alliance are well organised and support the delivery at pace.
- Support the Primary Care Team on work programmes to ensure the success of the GP5YFV and the GP contract reforms.
- To work in collaboration with other ICB staff supporting the team as appropriate.
Key Result Areas (KRAs):
- Utilising established system (CQRSL) monitoring of Enhanced Service payments.
- Produce the WS Alliance GP Newsletter.
- Support the management of the Clinical Education Events.
Person Specification
Knowledge
Essential
- Excellent knowledge of Microsoft Office software, including Word to produce minutes, letters, drafting complex responses and complex reports, Excel to maintain and create databases, PowerPoint to produce presentations, Outlook to manage and schedule work and diaries.
- Practical knowledge of full range of administrative systems (paper and IT)
Skills & Abilities
Essential
- Proven organisation and planning skills including the ability to formulate and adjust plans
- Professional communication skills in dealings with businesses and colleagues by telephone and in writing including ability to deal with difficult customers in a tactful and professional manner
- Ability to work flexibly and under pressure, to multi-task and to influence and negotiate with team over priority of work
- Ability to generate agendas with minimal supervision
- Ability to be persuasive with internal and external contacts to achieve desired outcomes
- Ability to work to own initiative
- Accuracy and attention to detail
- Ability to relate to all levels of the organisation and to liaise successfully with the public and members of other organisations
- Ability to undertake on-line research or audits
- Ability to research, digest, analyse and present material clearly and concisely
- Ability to analyse range of facts and make judgements to highlight potential problems
- Skills for investigating a variety of issues and proposing solutions; dealing with complex enquiries
- Advanced keyboard skills.
- Ability to relate to Partner Organisations and develop relationships.
Personal Attributes
Essential
- Ability to see beyond the task in hand, to use systems with creativity to meet new demands
- Flexible and adaptability to juggle a range of different tasks
- Willing to work in a busy office environment, in a changing environment
- Ability to work in a multi agency environment
- Ability to value and respect other team members
- Confidentiality
- Ability to work in other areas of the Trust if required.
- Able to use initiative and know when this is appropriate and when advice should be sought.
Qualifications
Essential
- Knowledge of the full range of administrative and organisational policies and procedures, acquired through training and relevant experience.
- RSA III or equivalent qualification.
Desirable
- Educated to Degree Level or equivalent experience in Business Administration
- Shorthand, Audio Typing.
Experience
Essential
- Managing complex diary arrangements, including resolving conflicting commitments
- Relevant secretarial / administrative experience working to a senior manager / director in a busy office environment
- Experience of implementing and office systems necessary to attain high standards of secretarial and administrative practice
- Current administrative experience including typing, data input, use of fax, organising meetings, preparing agendas and business letter writing.
- Experience of working within a diverse and challenging environment, where priorities change and adjustment to working practices are made.
- Experience in minute taking of complex formal meetings ensuring a high degree of accuracy and comprehensiveness.
- Experience in induction/training delivery to new staff.
Desirable
- Project management experience
Other
Essential
- Ability to travel routinely within the East of England and to travel outside the region, as required
- Able to work the occasional evening.
Person Specification
Knowledge
Essential
- Excellent knowledge of Microsoft Office software, including Word to produce minutes, letters, drafting complex responses and complex reports, Excel to maintain and create databases, PowerPoint to produce presentations, Outlook to manage and schedule work and diaries.
- Practical knowledge of full range of administrative systems (paper and IT)
Skills & Abilities
Essential
- Proven organisation and planning skills including the ability to formulate and adjust plans
- Professional communication skills in dealings with businesses and colleagues by telephone and in writing including ability to deal with difficult customers in a tactful and professional manner
- Ability to work flexibly and under pressure, to multi-task and to influence and negotiate with team over priority of work
- Ability to generate agendas with minimal supervision
- Ability to be persuasive with internal and external contacts to achieve desired outcomes
- Ability to work to own initiative
- Accuracy and attention to detail
- Ability to relate to all levels of the organisation and to liaise successfully with the public and members of other organisations
- Ability to undertake on-line research or audits
- Ability to research, digest, analyse and present material clearly and concisely
- Ability to analyse range of facts and make judgements to highlight potential problems
- Skills for investigating a variety of issues and proposing solutions; dealing with complex enquiries
- Advanced keyboard skills.
- Ability to relate to Partner Organisations and develop relationships.
Personal Attributes
Essential
- Ability to see beyond the task in hand, to use systems with creativity to meet new demands
- Flexible and adaptability to juggle a range of different tasks
- Willing to work in a busy office environment, in a changing environment
- Ability to work in a multi agency environment
- Ability to value and respect other team members
- Confidentiality
- Ability to work in other areas of the Trust if required.
- Able to use initiative and know when this is appropriate and when advice should be sought.
Qualifications
Essential
- Knowledge of the full range of administrative and organisational policies and procedures, acquired through training and relevant experience.
- RSA III or equivalent qualification.
Desirable
- Educated to Degree Level or equivalent experience in Business Administration
- Shorthand, Audio Typing.
Experience
Essential
- Managing complex diary arrangements, including resolving conflicting commitments
- Relevant secretarial / administrative experience working to a senior manager / director in a busy office environment
- Experience of implementing and office systems necessary to attain high standards of secretarial and administrative practice
- Current administrative experience including typing, data input, use of fax, organising meetings, preparing agendas and business letter writing.
- Experience of working within a diverse and challenging environment, where priorities change and adjustment to working practices are made.
- Experience in minute taking of complex formal meetings ensuring a high degree of accuracy and comprehensiveness.
- Experience in induction/training delivery to new staff.
Desirable
- Project management experience
Other
Essential
- Ability to travel routinely within the East of England and to travel outside the region, as required
- Able to work the occasional evening.
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.
