Admin PCN Care Coordinator

Lincoln Healthcare Partnership Primary Care Network (LHPPCN) is made up of two practices situated across Lincoln city centre, extendingto Newark Road.

LHP PCN serves a population of ,000 patients. We deliver awide range of primary and community care which involves routinely working withmultiple stakeholders to achieve integrated care provision, rooted in qualityand excellence, for our population.

With a wide-ranging remit, the operational role willsupport and facilitate delivery of resilient, high quality primary care to ourlocal population ensuring that service planning and delivery meets local and nationalobjectives, contractual requirements and targets.

The role will provide comprehensive high-level administrative support underpinned by strong IT, organisational and communication skills, which promote effective team working and positiveworking relationships.

Please note : As this is a relatively new role the following keyactivities are an indication of what is required but could be subject to amendmentsdue to changes in the direction of travel within primary carecommissioning.

Main duties of the job

The main duties of the post are to provide a comprehensive, accurate, efficientsecretarial and administrative support to the Primary Care Network includingthe Clinical Directors and the PCN Board of Officers.

Provide a point of contact for the Patients, PCN Practice Leads and Practice Managers and to organise your workload. You must coordinate activities with other stakeholders / third party providers., To provide a comprehensive, accurate, efficient secretarial and administrative support to the Primary Care Network including the Clinical Directors and the PCN Board of Officers.

Managing diaries and arranging appointments for the PCN Clinical Director and PCN Business Manager.

Organise meeting venues, schedules and circulate agendas in a timely manner.

Answering calls, taking messages and handling correspondence.

Minute-taking and following up from meetings and general administrative support with preparing correspondence.

To assist in the development and maintenance of PCN social media platforms

Typing, preparing and collating reports.

Collating data from across the PCN practices.

Keep records for audit purposes and participate in audits

To provide project support to the PCN Manager, including organising project events

To assist in the development and maintenance of progress to successfully deliver demand management

Provide a point of contact for the Patients, PCN Practice Leads and Practice Managers.

Liaising with practices in producing patient communications (print and electronic media)

Promote joint working and administrative efficiency

To organise workload and co-ordinate your activities with other stakeholders / third party providers.

Setting up conference calls, arrange meetings and produce agendas and minutes

Collating opinions of local stakeholders

Planning learning events and co-ordinate PCN staff training

To support the PCN Manager in establishing an effective system for monitoring and reporting on progress of the network against set performance indicators.

To assist in the development and maintenance of progress to successfully deliver demand management

To work with SystmOne and monitor the hub task list to ensure quality data is maintained

To monitor the PCN email inboxes and action as appropriate or forward specific emails to the relevant person

To organise workload and co-ordinate your activities with other medical professionals to ensure that an efficient service is provided

To provide administrative support to the PCN clinical team as necessary

Responsible for organising, updating and maintaining the filing systems, both manual and electronic and to maintain a bring forward system where appropriate.

To be aware and work within the confines of data protection, Caldicott guidelines and confidentiality at all times. To be responsible for recording information electronically, ensuring quality and accuracy of data.

Other duties :

Communicate with and assist visitors and service users face to face, via email and on the telephone calls in a professional, courteous and confidential manner, making notes if required and giving an outcome in a timely manner.

Ensuring that service users and external agencies including other public / private, voluntary sector organisations receive timely responses to their enquiries.

Signposting to other organisations where necessary.

To be aware and work within the confines of data protection, confidentiality and Caldicott guidelines at all times when relaying data verbally or written in terms of patients notes / correspondence.

To prioritise urgent and routine correspondence, queries, typing and telephone calls.

Resolve queries coming into the department from external sources, this may include dealing with GPs, and other external sources under supervision of senior

Maintain quality in own work, whilst providing support to other members of secretarial team

Minimise own and others health, safety and security risks whilst following procedures to report incidents that may put health, safety and security at risk.

Work within relevant policies and comments regarding improving services to line manager

Maintaining stationary stock control

Co-operate fully in the introduction of new technology and new methods of working

To report all incidents involving accidents and complaints ensuring that the necessary appropriate documentation is completed under supervision of - line manager (Datix)

As the PCN evolves these duties may change over time.

Key working relationships :

Local Neighbourhood Team

GP Practices within the PCN

Practice Leaders (Partners and Practice Managers)

PCN Workforce

PCN Clinical Directors and Business Manager

Clinical Commissioning Group (CCG) and NHSE

Health and Care Partners

Equality and diversity :

All staff through their behaviours and actions will ensure that our services and employment practices are respectful of individual needs and differences including those characteristics covered by the Equality Act 2010 (Age, Disability, Gender Reassignment, Marriage and Civil Partnership, Pregnancy and Maternity, Race, Religion and Belief, Sex and Sexual Orientation).

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 PCN and practice 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.

Personal / professional development :

The post-holder will participate in any training programme implemented by the PCN as part of this employment, with 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 own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality :

The post-holder will strive to maintain quality within the practice, 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 teams performance

Work effectively with individuals in other agencies to meet patients needs.

• A full UK driving License or suitable access to transport to be able to travel to sites within the PCN area


• An ability to work from home


• DBS check conducted by LHP PCN upon job offer


Person Specification

Qualifications

Essential

• NVQ Level 3 in Business Administration or equivalent


• Evidence of relevant and continuing professional development (CPD)


Desirable

• RSA Typing 11 / 111 or equivalent


• RSA Audio Typewriting or equivalent, Previous experience of working in a customer focused environment.


• Computer literate with an ability to use Microsoft Office Programs such as Word and Excel competently with some experience of the other programs of the Microsoft Office packages.


• Understand the aims of current healthcare policy within the PCN.


• Able to analyse and interpret data.


• Has attention to detail, able to work accurately, identifying errors quickly and easily.


• Has a planned and organised approach with an ability to prioritise their own workload to meet strict deadlines.


• Able to think analytically; anticipating obstacles and thinking ahead; using analytical techniques to draw logical solutions to problems.


• 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.


Desirable

Awareness of the PCN health Agenda locally.

Experience

Essential

• Experience of working in a busy administrative environment, delivering a full range of secretarial and administrative procedures.


• Previous experience of secretary including audio typing experience.


• Experience of working in a busy administrative environment, delivering a full range of administrative procedures.


• Management of records and information in an office environment


Desirable

Evidence of knowledge of Primary Care Networks and General Practice.,
• Enthusiasm, drive and the ability to cope in challenging situations.


• Is compassionate, kind and considerate to others.


• Works effectively independently and as a member of a team / third party organisations.


• Flexible approach to meet service needs and ensure a stakeholder focused response.


• Self-motivated and proactive.


• Continued commitment to improve skills and ability in new areas of work.


• Able to undertake the demands of the post with reasonable adjustments if required.


• Able to access transport to work across the practices within the PCN and attend meetings in other locations.


• Ability to work from home on some occasions where tasks allow.


• Adaptability, flexibility and ability to cope with uncertainty and change.


• Demonstrate ability to work in a busy environment; ability to deal with both urgent and important tasks and to prioritise effectively whilst also supporting others.


• Excellent time keeping and prioritisation skills.
  
  Primary Care Networks (PCNs) are a key part of the NHS Long Term Plan, with general practices being a part of a network, typically covering 30,000-50,000 patients.


The networks provide the structure and funding for services to be developed locally, in response to the needs of the patients they serve.

The networks have expanded neighbourhood teams which will comprise a range of staff such as GPs, clinical pharmacists, district nurses, community geriatricians, dementia workers and Allied Health Professionals such as physiotherapists and podiatrists / chiropodists, joined by social care and the voluntary sector.

Lincoln Healthcare Partnership is a Primary Care Network consisting of 2 practices; Brayford Medical Practice and Heart of Lincoln Medical Group totalling ,000 patients.