Job summary This role involves being responsible for the efficient management and direction of the workforce administration team, ensuring all administrative duties are performed effectively. This element will be overseen by the WFT Lead. The role will also involve acting and representing the front door of NGPS, welcoming guests, answering the phone and supporting the smooth running of the Head Office. Beyond that, we truly want to hear from you if you are interested. We are open to flexibility, ideas, and any sense of innovation you would like to bring with you. So, if you are ready for a challenge, perhaps you are at the stage in your career to progress to a new role, please get in touch with us. We look forward to hearing from you. Main duties of the job a. Provides administrative support in respect of ongoing project implementations. b. Supports, facilitates and monitors the progress of the projects, efficiently and consistently. c. Supports performance improvement initiatives. d. Manages elements of the broader Workforce Transformation project. e. The postholder will have specific responsibility for the development of the Workforce Transformation project administration service. This will require the development of stakeholder networks - from new joiners to very senior clinicians and external managers - to increase the usage of the service and the establishment of internal processes for consultation. f. Support the Workforce team in administrative activities. g. Contribute innovative ideas to primary care that will increase recruitment, recruitment quality and the retention of staff. h. Being the Front Door for NGPS greeting visitors & answering phone calls/directing to appropriate member of staff. About us Newcastle GP Services (NGPS) is an ambitious and innovative membership organisation, providing support to 27 GP Practices across Newcastle. A small, friendly and professional team based in Gosforth, we deliver a range of services, including Urgent Treatment Centres, Outreach Bus, Enhanced Access, managing a primary care staff bank, as well as providing financial and administrative assistance to the seven Primary Care Networks (PCNs) in the city. Our mission is to ensure that voice of Newcastle Primary Care is heard, and that we work on behalf of our members to work at the right scale. IMPORTANT: Note that we reserve the right to close applications early if strong applications are received by NGPS. If you intend to apply but need to do so closer to the deadline, kindly drop an email to the job contact email address on the right. Date posted 04 November 2024 Pay scheme Other Salary Depending on experience Contract Fixed term Duration 12 months Working pattern Part-time, Flexible working Reference number B0084-24-0018 Job locations The Grainger Suite, Dobson House Gosforth Newcastle upon Tyne Tyne & Wear NE3 3PF Job description Job responsibilities a. Assists in ensuring the project is on schedule and provides administrative support as and when required by members of the team. b. To deliver Workforce Transformation administration objectives. c. Evaluate the success and effectiveness of training events and improve the success of future events as a result through the undertaking of market research/feedback. d. Maintain and further develop relationships with all stakeholder organisations across Newcastle e. Work closely with the Workforce Manager on strategy to strengthen the service across Newcastle. f. Contribute to Workforce reports. g. Promote training through various media e.g. the training newsletter, website, correspondence with the Communications Manager h. Contribute to updating and developing content on the Workforce website. i. Administration for Workforce and NGPS HQ team. Confidentiality In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients, their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include: Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Report potential risks identified. Equality and diversity Identify patterns of discrimination, act to overcome this, and promote diversity and quality of opportunity. Enable others to promote equality and diversity in a non-discriminatory culture. Support people who need assistance in exercising their rights. Monitor and evaluate adherence to local chaperoning policies. Act as a role model in good practice relating to equality and diversity. Accept the rights of individuals to choose their care providers, participate in care and refuse care. Assist patients from marginalised groups to access quality care Personal & Professional Development The post-holder will participate in any training programme implemented by NGPS as part of this employment, such training to include: Participation in regular, individual performance reviews, including taking responsibility for maintaining a record of own personal and/or professional development Demonstrating skills and activities to others who are undertaking similar work and maintain a personal record of personal development Sharing knowledge and good practice from outside learning within the wider team Working with management on any new training requirements Ensure own personal development through reflection and feedback from partners / colleagues. Manage own time effectively, plan and meet personal and practice targets. Quality The post-holder will strive to maintain quality within NGPS, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance. Work effectively with individuals in other agencies to meet patients' needs. Effectively manage own time, workload and resources Communication The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members, our practices and other stakeholders. Recognise peoples needs for alternative methods of communication and respond accordingly. This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may be reasonably be requested by NGPS. Job description Job responsibilities a. Assists in ensuring the project is on schedule and provides administrative support as and when required by members of the team. b. To deliver Workforce Transformation administration objectives. c. Evaluate the success and effectiveness of training events and improve the success of future events as a result through the undertaking of market research/feedback. d. Maintain and further develop relationships with all stakeholder organisations across Newcastle e. Work closely with the Workforce Manager on strategy to strengthen the service across Newcastle. f. Contribute to Workforce reports. g. Promote training through various media e.g. the training newsletter, website, correspondence with the Communications Manager h. Contribute to updating and developing content on the Workforce website. i. Administration for Workforce and NGPS HQ team. Confidentiality In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients, their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data. Health & Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include: Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks. Making effective use of training to update knowledge and skills. Report potential risks identified. Equality and diversity Identify patterns of discrimination, act to overcome this, and promote diversity and quality of opportunity. Enable others to promote equality and diversity in a non-discriminatory culture. Support people who need assistance in exercising their rights. Monitor and evaluate adherence to local chaperoning policies. Act as a role model in good practice relating to equality and diversity. Accept the rights of individuals to choose their care providers, participate in care and refuse care. Assist patients from marginalised groups to access quality care Personal & Professional Development The post-holder will participate in any training programme implemented by NGPS as part of this employment, such training to include: Participation in regular, individual performance reviews, including taking responsibility for maintaining a record of own personal and/or professional development Demonstrating skills and activities to others who are undertaking similar work and maintain a personal record of personal development Sharing knowledge and good practice from outside learning within the wider team Working with management on any new training requirements Ensure own personal development through reflection and feedback from partners / colleagues. Manage own time effectively, plan and meet personal and practice targets. Quality The post-holder will strive to maintain quality within NGPS, and will: Alert other team members to issues of quality and risk. Assess own performance and take accountability for own actions, either directly or under supervision. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance. Work effectively with individuals in other agencies to meet patients' needs. Effectively manage own time, workload and resources Communication The post-holder should recognise the importance of effective communication within the team and will strive to: Communicate effectively with other team members, our practices and other stakeholders. Recognise peoples needs for alternative methods of communication and respond accordingly. This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may be reasonably be requested by NGPS. Person Specification Qualifications Essential Educated to GCSE level, or equivalent evidence of effective numeracy, literacy and word processing skills Desirable Evidence of a commitment to continuing professional development Skills Essential Excellent written and verbal communication skills. Excellent organisation and time management skills, with a proven ability to meet deadlines. Ability to build collaborative relationships. Proficient in Microsoft Office packages e.g. Outlook, Word, Excel and PowerPoint and capable of producing documents to a high standard. Excellent organisation and time management skills. Ability to use initiative and judgement. Keen attention to detail. Desirable Experience using graphic design software like canva. Experience Essential Experience of working in a demanding environment with competing priorities. Experience of handling confidential information and an up to date knowledge of data protection legislation. Experience of team working and versatility to take on a variety of tasks. Experience of managing your own workload. Experience of working in Microsoft office 365, responding to email communications and using SharePoint. Experience in an administrative role. Desirable Experience in healthcare (specifically General Practice). Person Specification Qualifications Essential Educated to GCSE level, or equivalent evidence of effective numeracy, literacy and word processing skills Desirable Evidence of a commitment to continuing professional development Skills Essential Excellent written and verbal communication skills. Excellent organisation and time management skills, with a proven ability to meet deadlines. Ability to build collaborative relationships. Proficient in Microsoft Office packages e.g. Outlook, Word, Excel and PowerPoint and capable of producing documents to a high standard. Excellent organisation and time management skills. Ability to use initiative and judgement. Keen attention to detail. Desirable Experience using graphic design software like canva. Experience Essential Experience of working in a demanding environment with competing priorities. Experience of handling confidential information and an up to date knowledge of data protection legislation. Experience of team working and versatility to take on a variety of tasks. Experience of managing your own workload. Experience of working in Microsoft office 365, responding to email communications and using SharePoint. Experience in an administrative role. Desirable Experience in healthcare (specifically General Practice). Employer details Employer name Newcastle General Practice Services Ltd Address The Grainger Suite, Dobson House Gosforth Newcastle upon Tyne Tyne & Wear NE3 3PF Employer's website https://www.newcastle-gp-services.co.uk (Opens in a new tab)