Management Assistant - Yeovil, United Kingdom - Yeovil Primary Care Network

Description

Please see attached for full job description The main duties of the role include: MAIN PURPOSES To provide support to the Digital and Transformation Manager in project work, and in the running of key systems and procedures such as performance, accounts, IT, TeamNet and health and safety.

To be responsible for the promotion, monitoring and documentation of performance and quality standards within the PCN, using IT and manual solutions under the direction of the Digital and Transformation Manager.

To become familiar with all relevant aspects of the clinical software system.

To manage data quality issues, providing support and guidance to PCN staff in the use of the clinical system to promote quality achievement.

Training requirements will be monitored by yearly appraisal. Personal development will be encouraged and supported by the practice. It is the individuals responsibility to remain up to date with recent developments.

PRINCIPAL DUTIES AND RESPONSIBILITIES Performance and Finance - To provide, collect and collate statistics towards the preparation of performance areas within the PCN.

• Use statistical data to prepare reports and presentations for the PCN and Practices.
• Interrogate the clinical systems to obtain specific data as required by the Digital and Transformation Manager.
• To work within the clinical computer system to improve data quality, using the expertise of other data staff where appropriate.
• A system is in place for recording and invoicing for payments due to the practice.
• To provide ordering and stock control for practice equipment and sundries. Project and IT support
• Support the Digital and Transformation Manager and clinical team in setting up new projects and service provisions.
• Support with the procurement and implementation of new IT systems.
• Arrange project meetings, take minutes and collate metric data to measure improvement.
• Upload important information onto TeamNet and share with wider team.
• Support and train colleagues on use of IT systems.
• Liaise with relevant staff to sort out IT issues or set up new IT equipment.
• Support clinical staff with arranging maintenance of equipment.

Management Support/PCN Organisation - Taking messages for the Senior team and responding appropriately according to its importance and priority. - To collate and maintain the staff sickness and annual leave records. - To manage the training log and training sessions for the practice team. - Promotion of good staff relations.

• To arrange regular and adhoc meetings as required, ensuring that all delegates are notified in ample time, coordinating and adjusting appointments where clinicians are attending, distributing agendas, taking minutes, preparing meeting rooms and organising food as required and ensuring followup action is undertaken.
• Ensure that any necessary repairs or maintenance works which are identified are reported promptly and dealt with for action.
• To support the management team in any management consultancy projects undertaken.
• To help develop policies and procedures within the PCN.
• Dealing with patients, and contacts within the NHS and other practices, both in person and on the telephone.
• Administration cover for absences and help with extraordinary workloads.
• Occasional cover of reception desk
• Occasional administration support for covid vaccination programme Patient Welfare
• In conjunction with the management team be the first contact for enquiries and complaints from patients, effectively and efficiently to promote patient satisfaction.
• Ensure that the Practice Complaints Procedure is always adhered to, including timely response to formal complaints.
• Assist with planning, development and implementation of systems and procedures to ensure adequate provision of services to patients, including patient advice and information.
• Assist with planning, development, and implementation of changes necessary to meet new demands on the practice from internal and external sources.

Health & safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures


This will include:
Using personal security systems within the workplace according to practice 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.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way, and keeping them free from hazards.

Actively reporting health and safety hazards and infection hazards immediately when recognised.

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role.

Undertaking per