Band 4 Primary Care Administrator (FTC 9 months) inYeovil inYeovil PUBLISHED MON 21 OCT 2024

This post is designed to provide a comprehensive and professional administrative support service to the Primary Care Team and is a chance to be at the heart of everything we do. The effective delivery of this role removes unnecessary demands and pressures from the team and allows them to focus on service provision.

This role contributes to the overall effectiveness of the team through bringing administrative expertise to the work of the whole team. The primary care team is a busy but supportive and friendly team that deals with a wide variety of issues.

You will need to be a keen team player and an effective communicator, working well as part of a team, or individually to complete comprehensive administrative workstreams. As part of this role, you will need to be able to prioritise and manage your own workload, and at times will work closely with other Directorates within the ICB.

If this role sounds like something you would be interested in, then we would love to hear from you.

This is a 9 month fixed term contract

• Act as the first point of contact for the Primary Care team, always presenting in a professional, helpful and appropriate manner.
• To deputise for the Executive Assistant to the Director, and Assistant Primary Care Officers as required.
• Ensure important issues are brought to the attention of the relevant team member.
• Confidently resolve enquiries, requests and issues raised by stakeholders and others.
• Work proactively on own initiative with planning and prioritisation of own workload to ensure work is completed in a timely manner.
• Display tact and discretion in handling complex and/or sensitive information and enquiries from colleagues and stakeholders.
• Outstanding interpersonal skills are required to interact with a wide range of stakeholders at all management levels within NHS Somerset Integrated Care Board (ICB), the Somerset Integrated System (ICS), regionally and nationally.
• To communicate regularly with key stakeholders and groups, internally and externally, to ensure that they are kept updated of developments and briefings.
• To support the Primary Care Team to populate the NHS Standard Contract and liaise with ICB, and external colleagues to ensure contract schedules are being reviewed and completed in line with the local agreed or national timelines.

About us

PURPOSE OF THE ROLE:

This post is designed to provide a comprehensive and professional administrative support service to the Primary Care team.

This role contributes to the overall effectiveness of the team through bringing administrative expertise to the work of the whole team. The primary care team is a busy but supportive and friendly team that deals with a wide variety of issues, including meetings, payments, MP correspondence, commissioning and contractual processes, stakeholder management, action plans, major projects and crisis response.

KEY RESPONSIBILTIES OF THE ROLE:

General:

Act as the first point of contact for the Primary Care team, presenting at all times in a professional, helpful and appropriate manner.

To provide a professional response to telephone or in person callers, providing non-clinical advice and/or information.

Ensure important issues are brought to the attention of the relevant team member.

Confidently resolve enquiries, requests and issues raised by stakeholders and others.

Work proactively on own initiative with planning and prioritisation of own workload to ensure work is completed in a timely manner.

Display tact and discretion in handling complex and/or sensitive information and enquiries from colleagues and stakeholders. Outstanding interpersonal skills are required to interact with a wide range of stakeholders at all management levels within NHS Somerset Integrated Care Board (ICB), the Somerset Integrated System (ICS), regionally and nationally.

To communicate regularly with key stakeholders and groups, internally and externally, to ensure that they are kept updated of developments and briefings.

To deputise for the Executive Assistant to the Director, and Assistant Primary Care Officers as required.

PERSONAL STYLE / BEHAVIOURS:

To be a champion and role model NHS Somersets values and behaviours.

To be a champion for equality, diversity, and inclusion.

To promote a culture of openness, fairness, innovation, and transparency.

Team Functions Support:

To support BAU contract management processes including liaising with ICB and external colleagues.

Supporting the Primary Care Officers with the NHS core and standard contract updates including schedule reviews and mail merging.

Processing CQRS Local payment claims adhering to contractual timescales

To be the key contact and coordinator for the Primary Care Commissioning (PCC) contract for the team. This includes coordinating attendance at training events contract credit utilisation and helpdesk queries.

To support the management of the risk register, ensuring support to colleagues to review and amend entries in a timely fashion. To be the team champion for risk management.

To act as Primary Care Team support on website development work, Microsoft Teams, Office 365 and in maintaining the information asset register.

To collect data and produce summaries to support Primary Care Team projects and to produce activity grids as required.

To create and maintain spreadsheets to support the management of the Primary Care Team and for specific projects.

To lead on cyber security in the team, ensuring that all team members understand cyber security risks and that all training is up to date. Also to support cyber security incident response as necessary.

Secretariat Responsibilities:

Support diary management for senior team members.

To arrange team events, workshops and other relevant meetings as and when required.

To effectively monitor the Teams generic e-mail account, incoming post and forward or deal with requests appropriately in a timely manner.

To produce papers and other documents in a timely fashion for Primary Care Team meetings and/or corporate meetings.

To co-ordinate complaint responses from within the Primary Care Team, ensuring delivery against the timeline standards.

To co-ordinate Freedom of Information responses from within the Primary Care Team, ensuring delivery against the timeline standards.

To co-ordinate responses to MP and other stakeholder queries.

Meeting attendance where appropriate including supporting administrative process as and when required.

Coordinate desk bookings for the team and act as the key contact for other ICB teams.

To support team recruitment processes including but not limited to induction plans, IT kit etc.

To arrange and organise meetings both internally and with other organisations, often with a number of senior managers and directors in attendance, including Primary Care Commissioning Committee and Assurance Framework meetings.

To take concise and accurate minutes, producing minutes/notes in a timely fashion, preparing action grids and following up action points where appropriate.

Other:

The post holder will be required to adapt and to undertake new or changing duties in line with their banding therefore, the key responsibilities listed are not exhaustive. Any changes will be in relation to changing circumstances and in consultation with the post holder.

The post holder will enhance their own performance through continuously developing own knowledge and skills to meet the current and future requirements of the role and the needs of the directorate and ICB.