Job responsibilities
KEY TASKS AND RESPONSIBILITIES
Planning & Organising
Recruitment
- Create recruitment plan in line with the yearly ARRS workforce plan.
- Ensure there are JDs for each role agreed by PCN Clinical
Directors.
- Create job adverts and monitor applications.
- Respond to any queries from potential candidates.
- Shortlisting appropriate candidates with help from stakeholders or
colleagues.
- Organising interviews includes sending communications to
applicants, sorting interview questions and assessments and arranging
interview panels.
- Notify candidates of interview outcome.
Pre-employment checks
- Provide successful applicants with offer letter.
- Contact referees for references.
- Organise DBS Check.
- Any other relevant pre-employment checks, qualifications etc.
- Complete contract template.
- Organise NHS smartcards.
- IT system access including SystmOne, nhs.net and NWL training
platform.
- Organise ICT equipment if relevant.
Induction
- Create induction schedule to include
- Overview of PCNs, CLH/HCL and time with key
stakeholders.
- Health and Safety.
- Statutory and Mandatory training modules
relevant to role.
- SystmOne training relevant for role,
templates, reporting etc.
- Shadow existing staff.
- Introduction to practices and practice
induction.
Reimbursement Claims
- Keep up-to-date records of new staff/leavers
- Complete monthly ARRS reimbursement claims
Rotas
- Coordinate/manage rotas for roles and provide to Practice Managers,
include study days, annual leave etc.
- Keep records of study days i.e. Clinical Pharmacists will have 28
study days whilst completing CPPE Primary Care Education Pathway plus
additional time if Independent Prescribing qualification is needed
Meetings
- Coordinate developmental/education meetings for ARRS roles i.e.
Clinical Pharmacist forum
- Meeting minutes and actions
Liaise with
provider (if ARRS staff not directly employed) to get list of approved
planned absence e.g., annual leave, training dates; and unplanned absence
e.g., sickness, bereavement.
Manage staff
absence where staff are directly employed.
Set up and manage
staff rotas on either PCN hub or practice units (depending on where service is
hosted).
Set up and collate
FFT/patient experience surveys.
Set up and run
activity reports on S1.
Ensure S1 data
entry templates are created/available for new ARRS services.
Ensure robust
documentation is in place for mobilisation and on-going service management,
e.g., process maps, SOPs etc.
Provide monthly
reports to Board on activity, including trend analysis, to evaluate and improve
the service.
Ensure relevant
returns are made for Network DES monitoring, e.g., to NWL, via CQRS, NHSE.
Deal with ad hoc
issues from ARRS staff, such as smart card issues, inappropriate
bookings/referrals.
Liaise with PCNs re
any changes to planned service.
Attend meetings,
e.g., Quality & Safety, PCN, external.
Arrange training where
required, including for practice staff where implementation of new ARRS requires a change
in practice process.
Organise and manage documentation for meetings
and events, including preparation of agendas and minutes of meetings, tracking
actions and timeframes as appropriate.
Ensure the relevant people have been briefed and
have the required documentation for all relevant meetings/events.
Organise and produce reports (including contract
management and performance reports), papers, presentations and other similar
documentation in accordance with organisational timeframes.
Use independent judgement to anticipate and prioritise
the high level completing demands to ensure an appropriate balance in the daily
scheduling in line with preferences, responsibilities or project plans.
Organise and plan meetings and events as
directed, including sending invitations, booking venues, making travel
arrangements, arranging speakers and providing relevant papers and material.
Provide high quality support to ensure they are managed and delivered
effectively.
Support the management of activities, gathering
information, updating documentation and undertaking enquiries as necessary for
the relevant work stream lead.
Understand, highlight and document risks, issues
and actions, ensuring early identification and proactive mitigation where possible
and ensuring concerns are escalated promptly.
Service Improvement
Assist with the setting up and management of
effective business processes to facilitate the smooth running of services.
Develop and implement robust work processes and
systems to ensure timely delivery against deadlines.
Work closely with other team members to improve
current practices and processes to achieve best possible outcomes.
Support the team on the timely capture of
lessons learnt.
Develop and maintain effective electronic and
paper filing systems, to ensure information is kept securely and is accessible
to other members of the team.
Work with all team members in the collection of
information for performance reporting on relevant team projects.
Develop and maintain databases as required by
the role.
Contribute to effective information management
within the team.
Flexible approach to work in line with the needs
of the business.
Analysis & Judgement
Act as a contact point for teams, dealing with
and responding effectively to complex queries from stakeholders and passing on
relevant information to appropriate team members sensitively and autonomously.
Handle significant quantities of confidential
and sensitive information, always ensuring the appropriate degree of
confidentially and discretion is adopted at all times.
Work with all team members in the collection and analysis of information
for performance reporting on relevant team projects.
Undertake reporting and analysis of information to support delivery,
including running and collating reports to the board and senior management as
required.
Use initiative to a significant level and demonstrate attention to
detail in all aspects of work, managing competing demands and priorities.
Communication
Ensure appropriate and timely responses to all relevant correspondence.
Draft routine responses and ensure that all correspondence is accurate
and delivered in a timely manner.
Contribute to weekly bulletin as appropriate.
Contribute to content for company website.
Act as a key member of the team to support effective communication and
stakeholder management both internally and externally.
Operate in a highly political and sensitive environment.
Communicate information and issues, including briefings and reports to
managers and project leads as appropriate.
Contribute to the development and implementation of company marketing
campaigns, promotions, and initiatives.
Financial Management
Support budgeting, forecasting and tracking spend of activities;
ensuring that appropriate justification exists, and that authorisation has been
granted for all expenditure. Supporting the development of business cases for resourcing
and project expenditure.
Continually strive to deliver business and function outcomes, ensuring
value for money and greater efficiency.
Contribute to the financial delivery of services, ensuring they are cost
effective and delivered on time.
Supply relevant information to the finance function required for
effective financial management including Activity reports which trigger
payments.
In cooperation with the finance function maintain proper financial
records relating to activity payments and medical equipment purchase and all
income and expenditure.
People Management
Ensure that all HR policies and procedures are observed appropriately.
Provide specialist training, advice and support on own area of
responsibility where necessary.
Support training and induction of new and existing staff.
Participate in the recruitment processes of support staff.
Research & Development
Undertake surveys or audits as required.
Carry out web based and publications research as appropriate.
Actively support and contribute to the development of key performance
indicators for the successful assessment of performance.
Enable processes for sharing learning and outcomes.
Policy & Service Development
Propose changes to own area of work, informing policy and making
recommendations for more effective delivery.
Contribute to the review and development of existing project information
management systems.
The above list of job
duties is not exclusive or exhaustive and the post holder will be required to
undertake such tasks as may reasonably be expected within the scope and grading
of the post.
KEY WORKING RELATIONSHIPS
The post holder will be required to:
Maintain constructive relationships with a broad range of internal and
external stakeholders, including:
General Practice
Central London CCG
Participate in relevant internal and external working groups/projects,
services, and initiatives which develop the role and the service within Central
London.
