Job description

Job responsibilities

Job Purpose

The Administrative Assistant will provide dedicated administrative, secretarial, meeting coordination and programme support to enable the East Berkshire Primary Care Provider Collaborative to deliver its agreed strategic priorities, ICB MoU commitments, Board decisions, reporting requirements and work programme.

The postholder will work closely with the Programme Senior Lead, EBPCPC Board members, Provider Leads, PCNs, practices, federations, wider primary care providers, the Host Organisation and NHS Thames Valley ICB to ensure the Collaborative operates with clear communication, transparent administration and well-maintained governance records.

The role will support the establishment and maintenance of robust governance, coordinate meetings and administrative processes, support approved workstreams, maintain action logs and records, and help ensure information is organised, auditable and escalated appropriately.

Key relationships for this post will include East Berkshire general practices and PCNs, federations and wider primary care providers, East Berkshire Primary Care OOHs Ltd as Host Organisation, East Berkshire community pharmacy, optometry and dental leadership, NHS Thames Valley ICB, East Berkshire neighbourhood partners and wider provider partners.

Accountability and Operating Model

• EBPCPC retains accountability for strategic direction, priorities, delivery of agreed objectives, outcomes, measures, reporting requirements and commitments.
• East Berkshire Primary Care OOHs Ltd acts as Host Organisation and employing body, providing agreed employment, HR, finance, governance administration and enabling support within approved limits.
• The postholder will work within the authority agreed by the EBPCPC Board and delegated through the Programme Senior Lead, ensuring actions, records, papers and administrative processes support agreed governance routes.
• The postholder will not commit EBPCPC, EBPC or member organisations to contracts, expenditure, workforce changes or material liabilities unless these have been approved through the relevant governance process.

Employment, Policies and Mandatory Requirements

As an employee of East Berkshire Primary Care OOHs Ltd, the postholder will be required to comply with all applicable EBPC policies, procedures and employment requirements, including HR policies, statutory and mandatory training, safeguarding, information governance, confidentiality, cyber security, health and safety, equality, diversity and inclusion, expenses, travel and any other requirements notified by the Host Organisation. The postholder must complete required training within agreed timescales and maintain compliance throughout the period of employment.

Key Responsibilities

• Provide administrative, secretarial and coordination support to EBPCPC, the Programme Senior Lead, the Board and agreed workstreams.
• Manage meeting arrangements, agendas, papers, minutes, action logs and follow-up processes for the Board, Executive Group, workstreams and workshops.
• Maintain clear governance records, including action logs, decision logs, delegation records, risk registers, conflicts of interest records and distribution lists.
• Support preparation and collation of Board and Executive Group papers, progress reports, dashboards and assurance information.
• Act as an administrative point of contact for EBPCPC, receiving and prioritising email, digital and telephone enquiries and escalating appropriately.
• Maintain effective electronic filing systems and information management processes to support transparency, auditability and efficient working.
• Support communications with practices, PCNs, federations, wider primary care providers and partners through timely updates and well-maintained contact lists.
• Support delivery of agreed Collaborative workstreams by tracking actions, organising meetings, collating information and maintaining programme documentation.
• Collect, input and check information required for programme monitoring, performance reporting, finance tracking and assurance reporting.
• Organise and support engagement events, workshops and meetings, ensuring outputs are captured and escalated through agreed governance routes.
• Use Microsoft Office, Microsoft 365 and appropriate AI administrative tools to support efficient administration, reporting and document management.
• Provide guidance on relevant administrative processes, policies and procedures within the scope of the role.
• Carry out other appropriate delegated duties as reasonably required by the Programme Senior Lead, consistent with the postholder's accountability to the EBPCPC Board, EBPC's role as Host Organisation and the agreed governance arrangements.

This is an outline of the tasks, responsibilities and outcomes required of the role. The postholder will carry out any other duties that are reasonably required by their line manager and consistent with the postholder's accountability to the EBPCPC Board, EBPC's role as Host Organisation and the agreed governance arrangements.

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 free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.

Equality and Diversity

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 people's rights, interpreting them in a way that is consistent with 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.

General Data Protection Regulation (GDPR)

• All members of staff are bound by the requirements of the General Data Protection Regulation 2018 and any breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.

Person Specification

Experience

Essential

• Significant administrative/ secretarial experience including initiating and maintaining office systems.
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.

Qualifications

Essential

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Knowledge

Essential

• Intermediate knowledge of IT systems, AI and Microsoft applications i.e. Word, PowerPoint, Excel etc.
• Understanding of Confidentiality and Data Protection.

Skills, Capabilities, Attributes

Essential

• Clear communicator with excellent writing, data entry and presentation skills and capable of constructing and delivering clear information/ instructions to colleagues and/or service users
• Ability to work under pressure in a busy working environment and able to multi-task
• Effective team working
• Minute taking
• Ability to work without supervision
• Able to work on own initiative, organising and prioritising own and others' workloads to changing and often tight deadlines
• Demonstrates commitment to continuous personal learning and development

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

East Berkshire Primary Care

Address

Across East Berkshire OR

Inspired, Easthampstead Road

Bracknell

Berkshire

RG12 1YQ

United Kingdom

Employer's website

https://www.ebpc.nhs.uk/ (Opens in a new tab)

Job description

Job responsibilities

Job Purpose

The Programme and Operations Senior Lead will provide dedicated programme management, governance and operational leadership to support the establishment and delivery of the East Berkshire Primary Care Provider Collaborative.

The postholder will work closely with the Provider Leads, PCNs, practices, the East Berkshire Provider Partnership and the ICB to ensure the Collaborative develops into a sustainable, effective and influential organisation capable of delivering strategic priorities and programmes at scale.

The role will establish robust governance, coordinate delivery of agreed workstreams, support stakeholder engagement and provide day-to-day operational management across the organisation.

Key relationships for this post will include East Berkshire general practices and PCNs plus federations and primary care providers, PCPC host organisation, East Berkshire community pharmacy, optometry and dental leadership, Thames Valley ICB, East Berkshire neighbourhood partners and provider partners.

Key Responsibilities

Programme Management

• Lead the day-to-day coordination of the work programme.
• Develop and maintain programme plans, milestones and delivery schedules.
• Monitor progress against agreed objectives.
• Escalate risks, delays and issues appropriately.
• Produce regular progress reports for the Board and Provider Leads.
• Ensure agreed actions from meetings are implemented.

Governance

• Support development and implementation of the governance arrangements.
• Maintain governance documentation for the Board and associated groups including terms of reference, standing orders, risk register, decision log and conflict of interest register.
• Coordinate annual work plans, line manage individuals and provider clear leadership to workstream teams.
• Ensure governance arrangements remain compliant and transparent.

Board and Committee Support

• Organise and manage Board meetings, implement engagement plan and deliver workshops.
• Produce high-quality Board papers to support effective decision making including scoping best practice from other areas, identifying opportunities and risk, plus develop business cases for services.
• Support reporting requirements to provide assurance to the Board of delivery and ensure executive team has up to date and accurate status on programmes.
• Act as the operational point of contact for the PCPC for internal and external stakeholders, alongside other executive team members.

Operational Delivery

• Coordinate delivery of agreed Collaborative workstreams including those set out in the ICB MOU, plus Neighbourhood Development, Innovation Fund programmes, Primary Care Transformation, Prevention programmes and quality improvement.
• Lead on communications to engage and inform practices, PCNs, federations and primary care providers using timely, clear and regular communications.
• Maintain clear feedback mechanisms between practices, PCNs and the Board.
• Work with the host organisation to monitor finances, track expenditure, secure transparency and maintain value for money across programmes.
• Manage the performance across PCPC in line with the outcomes commissioned by ICB and other organisations, as well as secure high performance across local primary care.

This is an outline of the tasks, responsibilities and outcomes required of the role. The postholder will carry out any other duties as may reasonably be required by their line manager.

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 free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.

Equality and Diversity

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 people's rights, interpreting them in a way that is consistent with 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.

General Data Protection Regulation (GDPR)

• All members of staff are bound by the requirements of the General Data Protection Regulation 2018 and any breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.

Person Specification

Qualifications

Essential

• Educated to master's degree level (postgraduate studies) or equivalent level of experience of working at a senior level in specialist area.
• Continued professional development including senior leadership and subject matter learning for commissioning and primary care.

Skills, Capabilities, Attributes

Essential

• Ability to provide, analyse and receive highly complex, sensitive and contentious information, negotiate with senior stakeholders on difficult and controversial issues, and present complex and sensitive information to large and influential groups.
• Ability to use informed persuasion and influencing skills for board and senior managers of the respective merits of different options, innovation and new market opportunities.
• Negotiation skills in respect of sometimes difficult and very complex and detailed issues.
• Template Problem solving skills and ability to respond to sudden unexpected demands.
• Ability to analyse complex facts and situations and develop a range of options.
• Able to take decisions on difficult and contentious issues where there may be a number of courses of action, and to make decisions autonomously, when required, on difficult issues.
• Strategic thinking - ability to anticipate and resolve problems before they arise.
• Ability to carry out procurements for highly detailed, high value contracts that require analysis, comparison and assessment.
• Ability to plan and organise a broad range of complex activities using available information sources, which may require formulating and adjusting plans to reflect changing circumstances.
• Able to work with external stakeholders and NHS colleagues to develop (strategic) plans on a local and national level e.g. performance improvement and innovation.
• Skills for delivering results through managing through others and using a range of levers in the absence of direct line management responsibility.
• Self-motivated, able to work on own initiative and prioritise own work effectively and work under pressure and to tight and often changing deadlines.
• Teamworking skills, willing to engage with and learn from peers, other professionals and colleagues in the desire to provide or support the most appropriate interventions.
• Working knowledge of Microsoft Office applications (N365, Word, Excel etc.) and AI administrative tools with intermediate keyboard skills.
• Access to vehicle through out working hours and full driving license.

Knowledge, Experience

Essential

• Extensive knowledge of specialist area/s, acquired through post graduate diploma or equivalent experience or training, plus further specialist knowledge or experience to master's level equivalent.
• Evidence of continuing professional development.
• An understanding of the background and aims of current healthcare policy, appreciating the implications on engagement.
• A good understanding of the relationship across the Integrated Care Systems (including Integrated Care Boards), and individual provider organisations.
• Previous experience of strategic delivery, budget responsibility, involvement in budget setting and working knowledge of financial processes.
• Experience of working with, and building and developing successful professional relationships with, a range of stakeholders (internal and external).
• Experience of managing and motivating a team, including managing work performance of individuals and team.
• Working knowledge of Microsoft Office applications (Word, Excel etc.) with intermediate keyboard skills.
• Evidence of highly effective leadership skills and approaches through complex and controversial programmes of work.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

East Berkshire Primary Care

Address

Across East Berkshire OR

Inspired, Easthampstead Road

Bracknell

Berkshire

RG12 1YQ

United Kingdom

Employer's website

https://www.ebpc.nhs.uk/ (Opens in a new tab)