Job Description
LS25/26 PCN Admin Assistant
South and East Leeds GP Group
The closing date is 26 May 2023
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Job summary
THE OPPORTUNITY
This role will be hosted by South East Leeds GP Group, and will be based in the LS25 LS26 Primary Care Network (PCN).
LS25/26 PCN has a patient population of circa 75,000 across 7 practices:
Garforth Medical Centre
Gibson Lane Practice
Kippax Hall Surgery
Lofthouse Surgery
Moorfield House Surgery
Nova Scotia Medical Centre
Oulton Medical Centre
Our PCN staff currently include pharmacists, pharmacy technicians, trainee pharmacist, paramedics, social prescribers (general and working with young people), Health Care Assistant/Social prescribers (doing home visits and support for housebound patients), health and wellbeing coaches, care coordinators, occupational therapists, physiotherapists, physician associates, admiral (dementia) nurse, nurse associate, Advanced Nurse Practitioner and we are looking forward to welcoming a Community Matron to our team. Please see our staffing structure but note that it is always being updated as we continue to develop and grow our team.
Main duties of the job
As a PCN we have grown quickly, and we now have a staff team of over 40. The Admin assistant will be key in supporting of our Operational Team Leads. They will provide day to day assistance to the Operational Team Leads & PCN Staff whilst providing administrative support.
About us
We are a dynamic, forward thinking PCN team who are passionate about developing and delivering excellent quality local services to meet the needs of our patients. Please have a look at our website to find out more about our team, projects, services, and partners. (www.ls2526pcn.co.uk)
Job description
Job responsibilities
THE OPPORTUNITY
This role will be hosted by South East Leeds GP Group, and will be based in the LS25 LS26 Primary Care Network (PCN).
LS25/26 PCN has a patient population of circa 75,000 across 7 practices:
Garforth Medical Centre
Gibson Lane Practice
Kippax Hall Surgery
Lofthouse Surgery
Moorfield House Surgery
Nova Scotia Medical Centre
Oulton Medical Centre
We are a dynamic, forward thinking PCN team who are passionate about developing and delivering excellent quality local services to meet the needs of our patients. Please have a look at our website to find out more about our team, projects, services, and partners. (www.ls2526pcn.co.uk)
Our PCN staff currently include pharmacists, pharmacy technicians, trainee pharmacist, paramedics, social prescribers (general and working with young people), Health Care Assistant/Social prescribers (doing home visits and support for housebound patients), health and wellbeing coaches, care coordinators, occupational therapists, physiotherapists, physician associates, admiral (dementia) nurse, nurse associate, Advanced Nurse Practitioner and we are looking forward to welcoming a Community Matron to our team. Please see our staffing structure but note that it is always being updated as we continue to develop and grow our team.
JOB SUMMARY
As a PCN we have grown quickly, and we now have a staff team of over 40. The Admin assistant will be key in supporting of our Operational Team Leads. They will provide day to day assistance to the Operational Team Leads & PCN Staff whilst providing administrative support.
KEY RESPONSIBILITIES
- To ensure provision of a comprehensive, high quality and efficient administrative service to Operational Team Leads, PCN execs and the wider PCN team.
- To oversee the administration of the PCN including:
- Recording planned absence on SystmOne
- Supporting with digital and other equipment registers
- Supporting staff with IT issues and being a point of contact for external IT support
- Rearranging patient appointments in the event of staff absence
- Managing room bookings both linked with practices and for PCN rooms
o Support shared PCN systems e.g., Teams and SharePoint
o Collate monthly reports from all PCN staff for the update to practices
o Support in the PCN weekly update
- To manage own day to day workload, ensuring that priorities are identified and dealt with and that problems are resolved as quickly as possible.
- To work as part of a team ensuring that adequate arrangements for cover are in place for PCN workforce during planned absence, sickness or workload pressures
- To arrange meetings and take minutes for relevant meetings
- Assist in the induction and training of new and existing staff groups
Organise PCN events e.g. Educational/Locality/Network wide events
Support good communication both internally (PCN and Practice staff) and externally (patients and other partners)
o Work with the Network practices and the Network team staff to develop and disseminate a regular PCN newsletter
o Working with the Exec team to develop a communication plan and support the implementation of this plan
Personal & Professional development
The post-holder will participate in any training programme implemented by the PCN as part of this employment.
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skill and activities to others who are undertaking similar work.
Training may need to be undertaken outside of normal practice hours, and off site.
Quality & Governance
The post-holder will strive to maintain quality within the PCN, 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.
Work effectively with individuals in other agencies
Effectively manage own time, workload and resources
Health and Safety
- The post-holder will manage their own and others health & safety and infection control as defined in the SEL GP Group Health & Safety Policy, the SEL GP Group Health & Safety Manual, and the SEL GP Group Infection Control Policy and published procedures.
- Comply with SEL GP Group health and safety policies by following agreed safe working procedures
- Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
- Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
- Reporting incidents using the organisations Incident Reporting System
Confidentiality
- Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient and staff confidentiality at all times.
- Maintain an awareness of the Freedom of Information Act.
Equality and Diversity
- The post-holder will support, promote and maintain the SEL GP Group Equality & Diversity Policy.
- No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
- The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.
Other delegated duties
This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.
Person Specification
Experience
Essential
- - Insight into how to evaluate own strengths and development needs, seeking advice where appropriate
- - Experience of providing and receiving complex, sensitive information
Desirable
- - Relevant experience of working within a similar role, ideally within General Practice
- - Use of SystmOne
Qualifications
Essential
- - Educated to GCSE level or equivalent
- - GCSE Mathematics & English (C or above)
Physical Requirements
Essential
- - Commit to a DBS Check
- - The ability to fulfil the travel requirements of post
Skills and Knowledge
Essential
- - Administrative duties including preparing for meetings and writing minutes
- - Has attention to details, able to work accurately, identifying errors quickly and easily
- - Has a planned and organised approach with an ability to priority their own workload to meet strict deadlines
- - Effective time management (planning & organising)
- - Excellent communication skills, verbal and written, with the ability to adjust communication style and content to suit the audience
- - An excellent understanding of data protection and confidentiality issues
- - Able to arrange suitable meetings with multiple individuals with often conflicting priorities
- - Self-motivated and pro-active
- - Continued commitment to improve skills and abilities in new areas of work
- - Strong IT skills and competent in the use of Office and Outlook
- - Able to access transport to work across the practices within the PCN and attend meetings in other locations
- - Excellent time keeping and prioritisation skills
- - Professional attributes and appearance
- - Clear, polite telephone manner
Personal Attributes
Essential
- - Ability to work flexibly to meet PCN demands
- - Committed to personal and team development
- - Excellent interpersonal skills
- - Flexible & adaptable to change
- - Ability to maintain positive working relationships with relevant stakeholders and key staff.
- - Ability to work under pressure and to cope with a busy working environment, with periods of interruption throughout the day
- - Polite and confident
- - Forward thinker
- - High levels of integrity and loyalty
- - Sensitive and empathetic in distressing situations
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
South and East Leeds GP Group
Address
1st Floor Park Edge Practice
Asket Drive
Leeds
West Yorkshire
LS14 1HX
Employer's website
https://www.seleedsgpgroup.nhs.uk/ (Opens in a new tab)
Job Type: Full-time
Salary: £21,450.00 per year
Benefits:
Work Location: In person
Application deadline: 26/05/2023
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