Job summary We are looking for a PCN support administrator to join our team. As PCN administrator, you will support the teams and be involved with reporting, systems management and business and organisational administration. Main duties of the job Collating data for various PCN and Practice contractual submissions Ad-hoc business or clinical reporting as required System template management and version control Management of user accounts and access for systems Planning, co-ordinating and managing the associated and administrative processes for meetings and workshops Arranging the hospitality/booking venues/booking Distributing agendas, minutes and papers in a timely manner Recording apologies and tracking attendance Following up actions with key leads ensuring that these are completed in advance of meetings as appropriate Attending meetings (in person and/or electronically) and producing accurate minutes Carrying out general administrative duties including updating information, sending emails, drafting documents Dealing with incoming patient feedback and complaints, ensuring that these messages are communicated appropriately to relevant people and in a timely manner Seeking information from stakeholders and external parties as requested by the team Responding to requests for information/action. Including referral to appropriate senior staff, particularly in confidential and/or sensitive situations Continually monitoring, reviewing and where appropriate suggesting and implementing changes to improve the working practices and systems. Engaging with the wider team and attending team meetings as appropriate About us Sheppey PCN is comprised of five GP Practice situated on the Isle of Sheppey. We are looking for an administrator to join our team and support the Clinical Director and other PCN colleagues Date posted 08 April 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Part-time Reference number A2869-25-0001 Job locations 55 St Georges Avenue Sheerness Kent ME12 1QU Job description Job responsibilities Core role functions: Reporting: Collating data for various PCN and Practice contractual submissions Ad-hoc business or clinical reporting as required Systems Management: System template management and version control Management of user accounts and access for systems Allocation and monitoring of clinical workflows Business Administration: Meeting administration Planning, co-ordinating and managing the associated and administrative processes for meetings and workshops - This will include: Requesting items for, and producing, the agendas Liaising with speakers/attendees Arranging the hospitality/booking venues/booking Distributing agendas, minutes and papers in a timely manner Recording apologies and tracking attendance Following up actions with key leads ensuring that these are completed in advance of meetings as appropriate Attending meetings (in person and/or electronically) and producing accurate minutes Organisational and Team Administration: Carrying out general administrative duties including updating information, sending emails, drafting documents Dealing with incoming patient feedback and complaints, ensuring that these messages are communicated appropriately to relevant people and in a timely manner Gather and record progress and outcome of feedback and complaints Seeking information from stakeholders and external parties as requested by the team Responding to requests for information/action. Including referral to appropriate senior staff, particularly in confidential and/or sensitive situations Continually monitoring, reviewing and where appropriate suggesting and implementing changes to improve the working practices and systems. Engaging with the wider team and attending team meetings as appropriate Collate reported incidents, ensuring that they are distributed appropriately and keep record of progress and outcome. All employees have a duty to report any accidents, complaints, defects in equipment, near-misses and untoward incidents, following necessary procedures To ensure compliance with Health & Safety legislation at all times, including COSHH, workplace risk assessment and control of infection. All employees are reminded about the importance of data quality and staff should make themselves aware of both departmental and corporate objectives for data quality. Data quality forms part of the appraisal and objective setting process for staff responsible for data entry and data production; staff should ensure that they adhere to policies and procedures at all times. Failure to do so may result in disciplinary action being taken. The post-holder will comply with the Data Protection Act and the Access to Health Records Act and the policies regarding information governance at all times. You must not at any time use the personal data held by Practices for a purpose not described in the Register entry or disclose such data to a third party. If you are in any doubt regarding what you should and should not do in connection with the Data Protection Act, then you must contact the Caldicott Guardian, the Governance Lead or Medical Director. Ensure that information and data governance relating to peoples data is processed to all relevant standards such as the General Data Protection Regulations. You must comply with all relevant polices, procedure and training on valuing diversity and promoting equality. All employees have a duty and a responsibility to protect adults at risk and to safeguard children. We would expect the individual to have a good working knowledge of safeguarding policies and procedures. All dealings within the Practices remain strictly confidential and the post-holder would be expected to maintain this confidentiality at all times. You will have access to confidential information relating to Practice business and to individuals. You are required to exercise due consideration in the way you use such information when carrying out your duties. Should you have any doubts regarding the use of information in carrying out your duties, you should seek advice before communicating such information to any third party. Any breaches of confidentiality will be considered as a disciplinary matter and could lead to dismissal. This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties require of the post-holder commensurate with the position. The responsibilities may be amended, after discussion with the post-holder, to take into account the development of both the post and the Practice. All members of staff should be prepared to take on additional duties in order to maintain the effective running of the Practice. All employees will be require to read, understand and apply the policies and procedures of Sheppey PCN. These policies and procedures can be located on request. All employees will be required to sign to indicate that they have read and understood these. Job description Job responsibilities Core role functions: Reporting: Collating data for various PCN and Practice contractual submissions Ad-hoc business or clinical reporting as required Systems Management: System template management and version control Management of user accounts and access for systems Allocation and monitoring of clinical workflows Business Administration: Meeting administration Planning, co-ordinating and managing the associated and administrative processes for meetings and workshops - This will include: Requesting items for, and producing, the agendas Liaising with speakers/attendees Arranging the hospitality/booking venues/booking Distributing agendas, minutes and papers in a timely manner Recording apologies and tracking attendance Following up actions with key leads ensuring that these are completed in advance of meetings as appropriate Attending meetings (in person and/or electronically) and producing accurate minutes Organisational and Team Administration: Carrying out general administrative duties including updating information, sending emails, drafting documents Dealing with incoming patient feedback and complaints, ensuring that these messages are communicated appropriately to relevant people and in a timely manner Gather and record progress and outcome of feedback and complaints Seeking information from stakeholders and external parties as requested by the team Responding to requests for information/action. Including referral to appropriate senior staff, particularly in confidential and/or sensitive situations Continually monitoring, reviewing and where appropriate suggesting and implementing changes to improve the working practices and systems. Engaging with the wider team and attending team meetings as appropriate Collate reported incidents, ensuring that they are distributed appropriately and keep record of progress and outcome. All employees have a duty to report any accidents, complaints, defects in equipment, near-misses and untoward incidents, following necessary procedures To ensure compliance with Health & Safety legislation at all times, including COSHH, workplace risk assessment and control of infection. All employees are reminded about the importance of data quality and staff should make themselves aware of both departmental and corporate objectives for data quality. Data quality forms part of the appraisal and objective setting process for staff responsible for data entry and data production; staff should ensure that they adhere to policies and procedures at all times. Failure to do so may result in disciplinary action being taken. The post-holder will comply with the Data Protection Act and the Access to Health Records Act and the policies regarding information governance at all times. You must not at any time use the personal data held by Practices for a purpose not described in the Register entry or disclose such data to a third party. If you are in any doubt regarding what you should and should not do in connection with the Data Protection Act, then you must contact the Caldicott Guardian, the Governance Lead or Medical Director. Ensure that information and data governance relating to peoples data is processed to all relevant standards such as the General Data Protection Regulations. You must comply with all relevant polices, procedure and training on valuing diversity and promoting equality. All employees have a duty and a responsibility to protect adults at risk and to safeguard children. We would expect the individual to have a good working knowledge of safeguarding policies and procedures. All dealings within the Practices remain strictly confidential and the post-holder would be expected to maintain this confidentiality at all times. You will have access to confidential information relating to Practice business and to individuals. You are required to exercise due consideration in the way you use such information when carrying out your duties. Should you have any doubts regarding the use of information in carrying out your duties, you should seek advice before communicating such information to any third party. Any breaches of confidentiality will be considered as a disciplinary matter and could lead to dismissal. This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties require of the post-holder commensurate with the position. The responsibilities may be amended, after discussion with the post-holder, to take into account the development of both the post and the Practice. All members of staff should be prepared to take on additional duties in order to maintain the effective running of the Practice. All employees will be require to read, understand and apply the policies and procedures of Sheppey PCN. These policies and procedures can be located on request. All employees will be required to sign to indicate that they have read and understood these. Person Specification Experience Essential Proven experience in an administrative role, preferably within a healthcare setting Experience working in a team environment Strong organisational skills, attention to detail, and the ability to manage administrative tasks efficiently Excellent written and verbal communication skills, with the ability to communicate effectively with colleagues, patients and other stakeholders Ability to work effectively as part of a team and to contribute to a positive and collaborative working environment Proficiency in using Microsoft Office applications and other relevant software Ability to identify and resolve problems effectively Understanding and adherence to confidentiality protocols Desirable Experience working within a PCN or general practice setting Ability to work flexibly and adapt to changing priorities Commitment to providing high-quality administrative support to the PCN Maintaining a professional demeanour and representing the PCN positively Qualifications Essential Evidence of a sound education to A-level standard or equivalent Evidence of a commitment to continuing professional development Person Specification Experience Essential Proven experience in an administrative role, preferably within a healthcare setting Experience working in a team environment Strong organisational skills, attention to detail, and the ability to manage administrative tasks efficiently Excellent written and verbal communication skills, with the ability to communicate effectively with colleagues, patients and other stakeholders Ability to work effectively as part of a team and to contribute to a positive and collaborative working environment Proficiency in using Microsoft Office applications and other relevant software Ability to identify and resolve problems effectively Understanding and adherence to confidentiality protocols Desirable Experience working within a PCN or general practice setting Ability to work flexibly and adapt to changing priorities Commitment to providing high-quality administrative support to the PCN Maintaining a professional demeanour and representing the PCN positively Qualifications Essential Evidence of a sound education to A-level standard or equivalent Evidence of a commitment to continuing professional development 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 St Georges Medical Centre Address 55 St Georges Avenue Sheerness Kent ME12 1QU Employer's website https://www.saintgeorgesmedicalcentre.co.uk/ (Opens in a new tab)