Job summary
This role isjointly employed by the Primary Care Network and Helmsley Medical Centre itself. The work of the PCN is increasing, andwith it, the workloads of the Lead Manager, Clinical Director and three otherexecutive members.
The PracticeManager at Helmsley is also the Lead Manager of the PCN and needs support inboth her roles hence the role having two parts to it. Whilst the role will be predominantly basedat Helmsley, there will be a requirement to travel to other practices from timeto time.
The aim of this role is to provide first class administrative and project support to mainly two key PCN leaders with support to the other three executive members from time to time.
Main duties of the job
Meeting Management
1. Managing diaries and organising meetings, appointments and events
2. Attending meetings, taking action points and writing minutes
3. Keeping track of important tasks and deadlines
4. Compiling and preparing briefing papers, reports, presentations and correspondence
HR Management
5. Keeping personnel details and training records up to date
6. Creating, distributing and filing any correspondence relating to changes in staff hours, salary or role
7. Advertising vacancies, arranging interviews and overseeing the recruitment process through to induction
Cross PCN Administration
8. Implementing, improving and maintaining procedures/administrative systems including data management and filing both electronic and paper-based
9. Liaising with staff, suppliers and patients
10. Assisting with CQC compliance and evidence keeping
Workload Management
11. Acting as a first point of contact: dealing with correspondence and phone calls
- screening phone calls, enquiries and requests, and handling them when appropriate
- dealing with incoming email and post, often corresponding on behalf of the manager/executives
12. Researching, collating and presenting information.
About us
Helmsley Medical Centre is a busy surgery which pridesitself on providing excellent patient care to our 3650 patients.
We have 2 GP partners and two salaried GPs, 1 Advanced NursePractitioner, 3 Practice Nurses, an HCA, a Phlebotomist as well as a superb group of highly committedand enthusiastic administrative and reception staff. There is also a pharmacyattached to the surgery.
Terrington Surgery is a small village practice providinghealth care and dispensing to our 1650 patient population. We share the same GPteam and also have a Practice Nurse, a Phlebotomist and supportivereception/administrative staff.
South Hambleton and Ryedale PCN is a group of seven doctor surgeriesand medical centres that work closely together as part of a network. Both Helmsley Medical Centre and Terrington Surgery belong to this network. SHaR PCN employshealth professionals including clinical pharmacists, occupational therapists,first contact physiotherapists, urgent care practitioners, healthand wellbeing coaches, first contact mental health practitioners, specialistcare co-ordinators (, dementia and frailty) and social prescribing linkworkers. Working as part of multi-disciplinary teams, these clinical and non-clinicalhealth professionals provide tailored care for patients allowing GPs to focusmore on patients with complex needs.
Job description
Job responsibilities
In addition to supporting the Lead Manager andexecutive members you will have your own personal workload andresponsibilities. These additional duties may include:
Supportingthe Digital & Transformation Lead with current and future projects
Helpingensure the practice and PCN are compliant with CQC requirements by gatheringevidence to support this
GENERIC INFORMATION
The postholder will maintain the security of sensitive, personal and other confidentialinformation and will apply all relevant Information Governance policiesreliably to working practice. Additionally, they will be expected to followsecure operating procedures for handling information in all formats, includingverbal, written and that held electronically.
The postholder is responsible and accountable for their own practice in line withInfection Prevention and Control that reflects evidence, best practice andlegislative requirements.
The postholder will have the appropriate level of child protection and adultsafeguarding knowledge, skills and practice required for the post and be awareof and comply with child protection and adult safeguarding policies andprocedures.
Inaddition to observing the Practice's rules and procedures, which all staff arerequired to observe and follow, the post holder is also required to followgeneral policies and procedures that apply to the employment relationship. Itis the duty of the post holder to accept personal responsibility for thepractical application of these policies, procedures and standards.
Confidentiality
While seeking treatment, patients entrust uswith, or allow us to gather, sensitive information in relation to their health andother matters. They do so in confidenceand have the right to expect that staff will respect their privacy and actappropriately
In the performance of the duties outlined inthis Job Description, the post-holder may have access to confidentialinformation relating to patients and their carers, practice staff and otherhealthcare workers. They may also haveaccess to information relating to the Practice as a business organisation. All such information from any source is to beregarded as strictly confidential
Information relating to patients, carers,colleagues, other healthcare workers or the business of the Practice may onlybe divulged to authorised persons in accordance with the Practice policies andprocedures relating to confidentiality and the protection of personal andsensitive data
Health andSafety
The post-holder will assist inpromoting and maintaining their own and others' health, safety and security asdefined in the practice Health and Safety Policy, to include:
Using appropriateinfection control procedures, maintaining work areas in a tidy and safe way andfree from hazards
Identifying therisks involved in work activities and undertaking such activities in a way thatmanages those risks
Promptly reportingany potential risks identified
Using personalsecurity systems within the workplace according to practice guidelines
Making effectiveuse of training to update knowledge and skills
Being familiarwith the operation and maintenance schedule for fire, panic and intruder alarms
Equality andDiversity
Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:
Acting in a way that recognizes the importanceof people's rights, interpreting them in a way that is consistent with Practiceprocedures and policies, and current legislation
Respecting the privacy, dignity, needs andbeliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to andof the individual, is non-judgmental and respects their circumstances, feelingspriorities and rights
Personal/ProfessionalDevelopment
Thepost-holder will participate in any training programme implemented by thePractice as part of this employment, such training to include:
Participation in an annual individualperformance review, including taking responsibility for maintaining a record ofown personal and/or professional development
Taking responsibility for own development,learning and performance and demonstrating skills and activities to others whoare undertaking similar work
Quality
Thepost-holder will strive to maintain quality within the Practice/PCN and will:
Alert other team members to issues of quality andrisk
Assess own performance and take accountabilityfor own actions, either directly or under supervision
Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the team's performance
Work effectively with individuals in otheragencies to meet patients' needs
Effectively manage own time, workload andresources
Safeguarding
Our practiceis committed to safe and fair recruitment, safeguarding and protecting those wecare for and serve. We have a robust recruitment policy, and all our staff arevetted prior to appointment including being subject to a Disclosure and BarringService (DBS) check. We also take up two satisfactory character references before theindividual starts work. Staff are trained and supervised fairly and to ahigh standard so that they can provide safe, effective, and compassionate care.
All staff will receive safeguarding training relevant totheir role which is provided by both the practice and external safeguardingprofessionals. All new staff will be reminded during their induction trainingprogramme, and subsequent training updates, of their personal, moral and legalroles and responsibilities concerning safeguarding.
Our practice also recognises that safe recruitment is nota one-off event but is an ongoing and continual process. We therefore haveprocesses in place to manage any allegations or concerns about any staff membercausing, or at risk of causing, harm to others.
All staff must comply with mandatory trainingrequirements and ensure that adult and child safeguarding is embedded as anessential part of their daily practice.
It is incumbent on all staff to ensure that theyundertake safeguarding training as set out in the Intercollegiate Documents: AdultSafeguarding: Roles and Competencies for Health Care Staff First edition:August 2018 and Safeguarding Children and Young People: Roles and Competenciesfor Healthcare Staff Fourth edition: January 2019 as well as anysafeguarding learning and development required by the organisation.
Safeguarding is everyone's business and all staff withinthe organisation have a particular responsibility to ensure all safeguardingconcerns are responded to effectively and efficiently in accordance with thelocal Safeguarding Adults Board and Safeguarding Children's Partnership policiesand procedures.
Hours to be worked: 30 - 37 per week
Person Specification
Personal Skills
Essential
13. Being calmly organised with almost ruthless efficiency.
14. Having the ability to be discrete and maintain confidentiality is fundamental.
15. Being flexible with regards to workload, and time (to a lesser degree).
16. Being self-motivated to work independently and on own initiative.
17. Being proactive with a can do approach - being a competent and confident communicator.
Qualifications
Desirable
18. Educated to at least A level standard with a GCSE grade 5 (C) or above in English language. If not, a demonstrable track record at providing administrative support at a senior level.
Experience
Essential
19. Advanced skills in Microsoft Word, Outlook, PowerPoint, and at least an intermediate-level knowledge of Excel.