Job description

Job responsibilities

The administrator will be required to promote and support the mission and vision of the service for which they are responsible. They will:

• Adapt to and support any changes that are implemented to improve the service
• At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner
• Demonstrate their commitment by the efficient completion of all tasks allocated
• Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations
• Adhere to equal opportunities policy throughout the course of their employment
• Ensure building security; have thorough knowledge of doors/windows/alarm

Administration

Providing administration/ reception support to the wider DDHF team and our member Practices

Inputting data

Document management

Ensure urgent correspondence and items of relevance are immediately brought to the attention of the Managing Director, Chair and Directors and respond to correspondence, as appropriate

Circulate information to members of the wider DDHF team as required

Develop and maintain systems and update information to be shared between DDHF & member practices

Comply with any internal or external audits where required

• Coordinate IDS Locality meetings, attend and take minutes/actions
• Coordinate IDS mutli-disciplinary team meetings, and attend IDS Coordinator meetings
• Open and appropriate distribution of all postal correspondence
• Minute DN coordination, SPLW/CPN, SPLW/HCC Team meetings and ad hoc meeting as required e.g. internal community hospital meetings, EHCP meetings
• Ad hoc organisation of corporate events for DDHF
• Ad hoc circulation of communications to Practices as required

Personal/Professional development

The post-holder will participate in any training programme implemented by DDHF as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for their own development, learning, and performance and demonstrating skills and activities to others

Confidentiality

• 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.
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. 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 organisation may only be divulged to authorised persons in accordance with the organisational policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Communication

The post-holder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members, patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Person Specification

Knowledge & Skills

Essential

• IT literate with Microsoft Office Word & Excel
• Good English language, numeracy and communication skills
• Pleasant disposition, helpful and effective telephone manner
• Professional approach to appearance and conduct
• Awareness and maintenance of confidentiality
• Accurate and methodical in completing tasks.
• Proactive and flexible with good time management.
• Ability to listen, to discuss and inform clearly
• Able to prioritise effectively
• Ability to use own initiative but seek help and support when needed
• Able to work in a team
• Ability to record in writing both clearly and accurately

Desirable

• Minute taking skills
• Meeting coordination skills

Experience

Essential

• Experience of admin/ reception role
• Experience of data entry
• Experience of Diary management

Desirable

• Working knowledge of SystmOne
• Previous experience of working in primary care

Qualifications

Essential

• 5 GCSEs/O levels including English and Maths at grade C minimum (or equivalent)

Desirable

• NVQ Admin level 3/4

Other

Essential

• Reliable
• Positive can do attitude
• Ability to travel independently within the Durham Dales Locality.
• Able to provide cover at different bases within the County Durham Locality at short notice

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Job description

Job responsibilities

Specific Tasks/ Responsibilities

• Effective and efficient contract management and review of DDHF and PCN commissioned services
• Provide Support to strategic meetings as and when required – this will include but is not limited to Board Meetings, PCN meetings, Integrated Neighbourhood Team Meetings
• Development and improvement of new and existing services
• Development of robust contract and service mobilisation plans
• Assisting in the management and mitigation of organisational risk
• Liaison with appropriate external organisations, including Member Practices, PCNs and commissioning organisations
• Monitoring of publicly procured tenders and development of bids. Maintain awareness of relevant procurement legislation
• Attendance at appropriate and relevant meetings, including service contract reviews

Communication

• Communicate effectively with stakeholders, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating
• Anticipate barriers to communication and take action to improve communication
• Maintain effective communication within the PCN and with external stakeholders

Delivering a quality service

• Ensure compliance with any internal or external audits, including CQC requirements
• Ensure the development, maintenance and implementation of robust contract performance and management systems and processes
• Assist in identifying and coordinating the implementation of improvements to quality and performance management systems and processes

Team working

• Understand own role and scope and identify how this may develop over time
• Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working
• Learn to delegate clearly and appropriately
• Learn to prioritise your own workload
• Work effectively with others to clearly define values, direction and policies impacting upon care delivery
• Discuss, highlight and work with the team to create opportunities to improve patient care

Learning and development

• Take responsibility for your own learning and performance
• Undertake mentorship for more junior staff, assessing competence against set standards
• Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments eg courses and conferences

Equality and diversity

• Identify patterns of discrimination and take action to overcome this and promote diversity and equality of opportunity
• Enable others to promote equality and diversity in a non-discriminatory culture
• Support people who need assistance in exercising their rights

Quality Management

• Ensure compliance with any internal or external audits, including CQC requirements
• Ensure the development, maintenance and implementation of robust contract performance and management systems and processes
• Assist in identifying and coordinating the implementation of improvements to quality and performance management systems and processes

Administration

• Ensure the contract performance administration of DDHF and PCN commissioned services
• Ensure appropriate and timely contract performance reports and returns as required
• Document Management in accordance with DDHF policies and procedures
• Ensure urgent correspondence and items of relevance are immediately brought to the attention of the Chief Operating Officer, Chair and Directors and respond to correspondence, as appropriate
• Ensure circulation of contract, business and service development information and communications to members of the Federation, PCNs, stakeholders and partner organisations as required
• Maintain up to date and efficient data and IT function office systems

General Responsibilities

• Ensure strict confidentiality of correspondence, reports, meetings and verbal communications as appropriate
• Adapt to and support any changes that are implemented to improve the services
• At all times provide a caring service and to treat those with whom they come into contact in a courteous and respectful manner
• Demonstrate their commitment by the efficient completion of all tasks allocated to them
• Carry out their duties and responsibilities in compliance with health and safety policy and statutory regulations
• Adhere to equal opportunities policy throughout the course of their employment
• This job description is illustrative and duties may be assigned commensurate with capability and needs of the business.

Person Specification

Qualifications

Essential

• Educated to degree level or equivalent within an business related qualification
• Management qualification or equivalent experience
• Evidence of working at degree level through formal qualification and/or training and CPD or equivalent experience
• Evidence of continuing professional development

Desirable

• Project management qualification or experience
• H HR Qualification or experience

Knowledge

Essential

• Understanding of the scope
• of GP Federations and Primary Care Networks team and how the organisation contributes to local and national policy and the wider health economy
• Knowledge of up to date HR policies
• Knowledge of when to seek advice and escalate to the appropriate person

Experience

Essential

• Experience of working in teams under appropriate supervision as part of ateam
• Experience of providing and receiving complex, sensitive information

Desirable

• Experience working in a primary care setting

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).