About this role
Job summary
Working up to 30 hours pw, The Neighbourhood and Primary Care Network (PCN) Support Officer will provide comprehensive administrative and organisational support to the Primary Care Networks, Directors and LPC department Heads. The post holder will play a key role in coordinating meetings, preparing agendas and papers, producing accurate minutes, monitoring actions and supporting the delivery of neighbourhood working across the locality.
Working closely with Directors, practices, the LPC management team and partner organisations and other stakeholders, the post holder will help facilitate effective communication, partnership working and the delivery of integrated neighbourhood initiatives. The role requires excellent organisational skills, the ability to build effective relationships and a proactive approach to supporting collaborative working
Main duties of the job
Meeting Support
Organise and coordinate PCN, neighbourhood and LPC meetings, including scheduling, invitations and venue/virtual arrangements.
Prepare agendas, meeting packs and supporting documentation.
Attend meetings and produce accurate minutes within agreed timescales.
Maintain action logs and monitor progress against agreed actions.
Ensure papers are distributed in advance and records maintained appropriately.
Support to Directors
Provide day-to-day administrative support to Directors and LPC Department Leads.
Manage diaries where appropriate.
Support preparation of presentations, reports and briefing papers.
Stakeholder Engagement
Act as a key administrative contact for practices and partner organisations.
Develop positive working relationships
Support communication across neighbourhood partners.
Neighbourhood Working
Support the development/promotion of neighbourhood working initiatives.
Assist in organising neighbourhood workshops, engagement events and collaborative meetings.
Support the implementation of neighbourhood priorities and programmes.
Maintain records of neighbourhood activity and outcomes.
General Administration
Provide administrative and project support to LPC.
Maintain accurate electronic filing systems.
Prepare correspondence, reports and presentations.
Coordinate responses to routine enquiries.
Assist with data collection and reporting.
Maintain confidentiality in accordance with NHS information governance requirements.
General support in LPC Hubs as required.
About us
The Local Primary Care Federation consists of 22 practices. We have a large multi-disciplinary team including clinical and non-clinical support roles and provide an opportunity to consolidate current skills and gain new skills / experience.
Job description Job responsibilities
Primary Areas of Responsibility
Meeting Support
Organise and coordinate PCN, neighbourhood and LPC meetings, including scheduling, invitations and venue/virtual arrangements.
Prepare agendas, meeting packs and supporting documentation.
Attend meetings and produce accurate minutes within agreed timescales.
Maintain action logs and monitor progress against agreed actions.
Ensure papers are distributed in advance and records maintained appropriately.
Support to Directors
Provide day-to-day administrative support to Directors and LPC Department Leads.
Manage diaries where appropriate.
Coordinate meetings at for LPC, with GP practices, ICB colleagues and partner organisations.
Support preparation of presentations, reports and briefing papers.
Stakeholder Engagement
Act as a key administrative contact for practices and partner organisations
Develop positive working relationships with GP Practices,Integrated Care Board teams,Local Authority, Community and Voluntary Sector organisations,Community providers,Other Primary Care Networks,The LPC Management team
Support communication across neighbourhood partners.
Neighbourhood Working
Support the development and promotion of neighbourhood working initiatives.
Assist in organising neighbourhood workshops, engagement events and collaborative meetings.
Support the implementation of neighbourhood priorities and programmes.
Maintain records of neighbourhood activity and outcomes.
General Administration
Provide administrative and project support to LPC.
Maintain accurate electronic filing systems.
Prepare correspondence, reports and presentations
Coordinate responses to routine enquiries.
Assist with data collection and reporting.
Maintain confidentiality in accordance with NHS information governance requirements.
General support in LPC Hubs as required.
Collaborative Working Relationships
Build effective working relationships with Directors and Practice Managers.
Work collaboratively with partner organisations to support integrated neighbourhood working.
Promote partnership working across health, social care and voluntary sector organisations.
Support communication between practices, neighbourhood teams and wider stakeholders
General Duties and Responsibilities
To promote LPCs vision and values by upholding these in the day-to-day requirements of the role
To enhance own performance through continuously developing own knowledge, skills and behaviours to meet the current and future requirements of the role and respond to the learning needs of LPC
To undertake Mandatory Training within required timescales
To regularly review own practices and make changes in accordance with current and/or best practice, make suggestions for improved practice and identify where other activities affect own practice
To raise concerns around malpractice or wrongdoing at work, which may affect patients, staff or the organisation, at the earliest opportunity.
All Staff (at all levels) have the responsibility and duty of care to safeguard and promote the welfare of children and vulnerable adults by ensuring they attend training and are aware of, access and act upon the relevant policies, procedures and practice guidance appropriate to their role. All employees are required to access Safeguarding Awareness training and undertake any additional service specific training and supervision as appropriate to their position.
Quality
Manage personal time and workload effectively and efficiently
Meet deadlines and other performance benchmarks and reporting for the PCN
Education, Training and Development
To undertake all relevant training as set out by The Personalised Care Institute
Engage with and participate fully in all mandatory training and development
Take personal ownership of the responsibility to keep up to date with latest guidelines
Undertake additional training and development to close potential gaps in skills and knowledge
Governance and Risk
Ensure the confidentiality and security of all information that is dealt with in the course of performing duties
Ensure that all systems for Information Governance, GDPR, and confidentiality is maintained at all times
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of communication and respond accordingly
Confidentiality
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to GP practices, patients and their careers, practice staff, GP federation staff and other healthcare workers. They may also have access to information relating to the federation as a business organisation. All such information from any source is to be regarded as strictly confidential
All members of staff are bound by the requirements of the Data Protection Act 1998. Information relating to patients, carers, colleagues, other healthcare workers or the business of the organisation may only be divulged to authorised persons in accordance with LPC policies and procedures, IG regulations and Data Protection Act relating to confidentiality and the protection of personal and sensitive data
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with business procedures and policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in both the federations and practices Health & Safety Policies. This will include:
Using personal security systems within the workplace according to business guidelines
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
Maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Reporting potential risks identified
Safeguarding
The organisation is committed to safeguarding and promoting the welfare of children and vulnerable adults. It expects all employees to share this commitment. All staff members are required to undertake safeguarding training and follow safeguarding policies and procedures
Smoke Free Policy
In line with the Department of Health guidelines, the organisation operates a strict smoke-free policy. This includes not permitting the use of E-cigarettes on the premises.
Notes & Review
The Job Description is not intended to be a fully comprehensive description of the duties of the post-holder and may develop over time. Therefore, these duties will be subject to regular review and may be amended in consultation with the post-holder. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the organisation.
Person Specification
Personal Attributes Essential
Professional and approachable with a positive attitude Able to work collaboratively as part of a team Ability to work on own initiative and organise own workload with minimal supervision, working to tight and often changing timescales Accuracy and attention to detail with an understanding of the need to present the organisation in a positive manner at all times.
Qualifications Essential
Excellent use of verbal and written English IT/Microsoft Office qualifications or demonstrable experience in the use of IT/Microsoft Office.
Experience Essential
Experience of supporting high level meetings (e.g. with senior managers, Directors and Board) taking accurate minutes, setting up the meetings and liaising with external agencies Able to manage competing priorities and make judgements on prioritising own workload and time Demonstrable experience of dealing with highly sensitive and confidential information. Good skills in Microsoft and other computer packages Ability to work as part of a team and on own initiative Ability to manage competing agendas Clear communicator with excellent writing skills Ability to prioritise, organise and plan own work and to respond to pressure in a positive manner Strong interpersonal skills
Desirable
Experience of working in the NHS Experience of working with Primary Care
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 Local Primary Care GP Federation
Address Suite 5, Blackburn Enterprise Centre
Furthergate
Blackburn
Lancashire
BB1 3HQ
United Kingdom
Employer's website https://lpcfederate.co.uk/ (Opens in a new tab)