Organisational Values / Objectives.

Beckenham Primary Care Network is a GP-led organisation. Our purpose is to provide dedicated support to our PCN practices through both Clinical, and Non-Clinical support to achieve national requirements, growing and evolving existing services, tailored for our Beckenham patients.

Its shareholders are 6 GP practices across Beckenham, covering over 61,000 patients across the Bromley Borough. As well as providing a unified voice for General Practice, we play an active role within the Integrated Care System (ICS). The NHS Long Term Plan describes the prominent role Primary Care Networks play in delivering proactive, personalised and more integrated health and social care for their local populations. This will require collaborative working between organisations including GP practices, acute and community health, social care organisations and the voluntary and community sector.

Key Relationships

• PCN Management team
• General Practitioners and other staff within Beckenham PCN practices
• Beckenham PCN ARRS staff
• Other Bromley health and care organisations
• Patients, family members and carers

Summary

The office administrator will play an important role to support the smooth running of the Beckenham Primary Care Network.

They work closely with practice teams to ensure the smooth running of projects and integration of PCN staff, aswell as undertake PCN projects which could include but not limited to organising education events, patient communications, adhoc iniaitiatives as when they arise. Beckenham PCN also hosts a wellbeing café once a month which will is managed and attending by the PCN team, offering residents of Beckenham the opportunity to discuss their care or simply learn the range of services available to them within Beckenham PCN and other local healthcare providers.

The Beckenham PCN administrator will work closely with the PCN Management team, PCN Clinical Directors and Beckenham PCN’s 6 practices, which include:

• Elm House Surgery
• Cator Medical Centre
• St James’ Practice
• Eden Park Surgery
• Manor Road Surgery
• Cornerways Surgery

Duties and Responsibilities

• Arranging PCN wide meetings including agendas
• Monitor PCN team mandatory training
• Monitor PCN team annual leave
• Arrange new starter documents/inductions
• Manage PCN patient participation Group
• Update central ICB systems on a monthly basis
• Telephone support - help patients to manage their needs through answering queries, making and managing appointments, and ensuring that people have good quality, written or verbal, information to help them make choices about their care
• Support practices to keep care records up-to-date by identifying and updating missing or out-of-date information about the person’s circumstances
• Support the enhanced access service; rota management to ensure patient appointments are available, patient referrals, monitoring of appointments
• Sending targeted appointment invites and or information to identified cohorts of patients who have specific appointment requirements
• Promote the use of the NHS app to patients in order that they can self manage
• PCN email inbox management (shared across team)

Personal/Professional Development

• Participate in an annual individual performance review, including taking responsibility for maintain a record of own personal and/or professional development
• Participate in any training programme implemented by the management team
• Effectively manage own time, workload and resources
• Assess own performance and development and take accountability for own actions, either directly or under supervision.

Communication

• Demonstrate interpersonal skills when dealing with all levels of staff across the PCN using persuasion, tact and reassurance where necessary
• To deal with all telephone calls, ensuring callers are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.
• Handle confidential patient material in a sensitive and discrete fashion in compliance with Beckenham PCN’s Confidentiality Agreement
• To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations
• The post holder is required to follow Beckenham PCN’s policies and procedures which are regularly updated including:

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the organisations FOI procedure if they receive a written request for information.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that Beckenham PCN’s health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by Beckenham PCN to reduce HCAIs. All post holders must comply with Beckenham PCN’s infection screening and immunisation policies as well as be familiar with the organisations Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.

Risk Management

All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the PCN’s use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by Beckenham PCN to be mandatory.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.