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Job Description

Responsible to: PCN Clinical Director and Governing Body

Supervised by: NORA PCN Manager

Salary: up to £12.50 per hour, dependant on experience

The hours for this post can be worked flexibly either 3 half days or one full day and one half day per week. There is a requirement for this role to work on the afternoon of the third Tuesday of the month which is when the monthly PCN meeting is usually held.

Job Summary

The PCN Administrator will play an important role within our Primary Care Network, supporting the PCN Manager, Clinical Directors and the NORA PCN Education Lead. The successful candidate will be based in a local cluster of General Practices as part of North Oxfordshire Rural Alliance (NORA) Primary Care Network (PCN). NORA PCN Practices are at Bloxham & Hook Norton Surgery, Chipping Norton Health Centre, Cropredy Surgery, Deddington Health Centre, Wychwood Surgery.

We are looking for an experienced Administrator to work closely with the PCN Manager and practice teams for 12 hours per week, which can be worked flexibly. The primary purpose of this role will be to administratively support NORA PCN with meeting administration, to support the NORA Educational Lead to meet the Health Education England project requirements and to assist with the maintenance of appointment books for a small team of PCN staff. Other projects may be included as the PCN matures and develops,

The successful candidate will be flexible, reliable, professional and enjoy working with a wide range of people. They will need to demonstrate excellent written and verbal communication skills and strong organisational and time management skills. They will be highly motivated and proactive with a flexible attitude, keen to work and learn as part of a team and committed to providing people with high quality support.

This role is an integral part of the PCN’s team, working alongside senior PCN Management to provide essential administrative support. This role requires remote working although there may be a requirement to occasionally work at one of the 5 practices.

Primary Duties and Areas of Responsibility

• Work with NORA PCN Manager to administer the monthly NORA PCN meeting.

• Maintain the appointment books on EMIS Clinical System for a small team of PCN staff. Training will be given on the EMIS system.

• Administratively support the NORA PCN Education Lead

Key Tasks

1. Administration of monthly NORA PCN meeting

a. To ensure the dates for the monthly meeting are distributed to attendees and that meeting invitations are sent out in a timely fashion;

b. To put agenda items in to the agenda template and distribute this to the meeting attendees a week prior to the meeting;

c. Minuting the monthly NORA PCN meeting. This is mostly held on Teams but the meeting is also held in-person at least twice per year. This meeting is usually held on the afternoon of the third Tuesday of the month (but this is sometimes subject to change) and it is a requirement of this role to be available to minute these meetings;

d. Distribute the minutes to the meeting attendees no more than one week following the meeting;

e. Record the meeting actions in an action plan and ensure that an update on progress is given prior to the next monthly meeting

2. Maintenance of PCN staff appointment books on EMIS

a.To set up appointment books on EMIS for any new NORA PCN staff;

b. To maintain the appointment books on EMIS for PCN staff, ensuring that days when these staff are not available are blocked off.

3. Administrative support for the NORA PCN Education Lead

a. Assist with the development of and maintenance of a PCN education database;

b. Assist the PCN Manager and Education Lead with an induction framework;

c. Assist the Education Lead with quarterly reporting to HEE on NORA PCN education project;

d. Assist the Education Lead with the planning of placement pathways

e. Be a point of contact with education providers

f. Development and maintenance of a library of education resources.

4. Professional development

a. Undertake continual personal and professional development, taking an active part in reviewing and developing the role and responsibilities, and provide evidence of learning activity as required;

b. Adhere to organisational policies and procedures, including confidentiality, safeguarding, lone working, information governance, equality, diversity and inclusion training and health and safety.

5. Miscellaneous

a. Demonstrate a flexible attitude and be prepared to carry out other duties as may be reasonably required from time to time within the general character of the post or the level of responsibility of the role, ensuring that work is delivered in a timely and effective manner;

b. Identify opportunities and gaps in the service and provide feedback to continually improve the service and contribute to business planning;

c. Contribute to the development of policies and plans relating to equality, diversity and reduction of health inequalities;

d. Work in accordance with the practices’ and PCN’s policies and procedures; eg. Contribute to the wider aims and objectives of the PCN to improve and support primary care;

Health and Safety/Risk Management

· The post-holder must comply at all times with the Practice’s Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.

· The post-holder will comply with the Data Protection Act (1984) and the Access to Health Records Act (1990).

Equality and Diversity

· The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.

Respect for Patient Confidentiality

· The post-holder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

Special Working Conditions

· The post-holder is required to work remotely but may occasionally be asked to work on one of the 5 PCN practices.

· Availability to minute the NORA PCN monthly meeting, which is usually held on the afternoon of the third Tuesday of the month, is essential for this role.

Job Description Agreement

This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within North Oxfordshire Rural Alliance (NORA). All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of NORA.

This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.

Job Types: Part-time, Permanent
Part-time hours: 12 per week

Salary: £12.50 per hour

Benefits:

• Flexitime
• Work from home

Schedule:

• Day shift
• Flexitime
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Banbury: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Banbury

Application deadline: 28/04/2023
Reference ID: NORA 004/23
Expected start date: 05/06/2023