Job description

Job responsibilities

Main duties and responsibilities

Provide structured medication reviews for patients with complex medication needs, polypharmacy, long-term conditions, frailty or other identified clinical risks.

Support medicines optimisation across the PCN, helping patients to understand and use their medicines safely and effectively.

Provide medication advice to patients, carers, clinicians and wider practice teams.

Support chronic disease management through clinical reviews, medicines adjustment, monitoring and prescribing support, within scope of practice.

Contribute to safer prescribing initiatives, including audits, searches, high-risk drug monitoring, prescribing safety alerts and quality improvement work.

Support achievement of QOF, IIF, CRM and PCN DES and other contractual or local enhanced service requirements.

Work collaboratively with GPs, nurses, pharmacy technicians, care coordinators, social prescribers and other members of the multidisciplinary team.

Review hospital discharge letters, clinic letters and medication changes where appropriate, supporting accurate and safe medicines reconciliation.

Help reduce medicines waste, inappropriate prescribing and unnecessary medication burden for patients.

Support repeat prescribing processes, medicines queries and prescribing governance across PCN practices.

Maintain accurate clinical records and ensure all work is appropriately coded and documented within the clinical system.

Work within professional, legal and ethical boundaries, escalating clinical concerns appropriately.

Engage in continuing professional development and, where not already qualified, work towards becoming an Independent Prescriber if agreed as part of the role development plan.

Person Specification

Qualifications

Essential

• Pharmacy registration

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Health Alliance PCN

Address

Belmont Health Centre

516 Kenton Lane

Harrow

Middlesex

HA3 7LT

United Kingdom

Employer's website

https://belmonthealthcentre.co.uk (Opens in a new tab)

Job description

Job responsibilities

Job DescriptionJob title

Senior Practice Administrator

PCN Manager

The Senior Practice Administrator will provide high-level administrative and coordination support to the PCN Manager and the wider Primary Care Network team.

The postholder will help coordinate day-to-day administrative activities, support the delivery of agreed targets and improvement plans, undertake non-clinical audits, assist with staff rotas and organise PCN events.

The role requires someone who is highly organised, able to manage competing priorities and confident in taking responsibility for delegated areas of work. The postholder will be expected to work independently within agreed boundaries, identify issues requiring attention and provide practical administrative support to help PCN services run effectively.

The postholder will not have responsibility for clinical decision-making and must refer clinical queries to an appropriate healthcare professional.

• Provide comprehensive administrative support to the PCN Manager and wider PCN team.
• Take responsibility for delegated administrative tasks and ensure that they are completed accurately and within agreed timescales.
• Act as a point of contact for routine administrative and operational queries, referring complex, sensitive or higher-level matters to the PCN Manager.
• Help coordinate day-to-day administrative activities and respond appropriately to changing priorities.
• Provide continuity for delegated administrative functions during periods when the PCN Manager is unavailable.
• Prepare letters, reports, spreadsheets, presentations, meeting papers and other documents as required.
• Maintain accurate electronic and paper-based records, ensuring that information is appropriately filed and accessible.
• Monitor shared inboxes and respond to or redirect correspondence as appropriate.
• Support the review and maintenance of policies, protocols, standard operating procedures and administrative guidance.
• Assist with the collection of information required for complaints, incidents, service reviews and other investigations, under the direction of the PCN Manager.
• Maintain action logs, compliance trackers and other administrative monitoring systems.

• Support the PCN Manager and relevant clinical or PCN leads in formulating practical plans to achieve agreed PCN, local and national targets.
• Help translate agreed objectives into clear actions, responsibilities and timescales.
• Maintain trackers showing progress against targets and agreed improvement plans.
• Gather and collate non-clinical information required to monitor performance.
• Identify areas where progress is delayed or where further action may be required and bring these to the attention of the PCN Manager.
• Arrange meetings or discussions to support the completion of outstanding actions.
• Assist with patient communications, invitations, recalls and administrative follow-up relating to agreed improvement programmes.
• Support the preparation and organisation of evidence required to demonstrate delivery against agreed standards or targets.
• Contribute ideas for improving administrative processes, patient access and the efficient use of PCN resources.

• Undertake and coordinate non-clinical audits as requested by the PCN Manager or relevant PCN lead.
• Assist in establishing the purpose, scope and method of each audit.
• Collect, check and organise audit information accurately.
• Produce clear summaries of findings for review by the appropriate lead.
• Help formulate and maintain action plans arising from audits.
• Monitor completion of agreed audit actions and arrange repeat audits where required.
• Support audits relating to areas such as administrative processes, patient access, appointment use, record completeness, staff training, complaints, policies and compliance.
• Ensure that audit information is handled confidentially and stored securely.
• Support the implementation of administrative improvements identified through audits, feedback, complaints or incident reviews.

• Assist with the preparation and maintenance of staff rotas.
• Record planned annual leave, training, meetings and other known absences when preparing rotas.
• Monitor rota changes and help identify potential gaps in service cover.
• Communicate agreed rota arrangements and changes clearly to relevant staff.
• Help arrange appropriate cover where authorised to do so.
• Maintain accurate and up-to-date rota records.
• Bring unresolved staffing or rota concerns to the attention of the PCN Manager.
• Support the fair and consistent operation of agreed rota arrangements.
• Assist with coordinating rotas for specific services, clinics, extended access arrangements and PCN events where required.

• Support the planning and delivery of health-promotion events, patient-engagement activities and other PCN events.
• Liaise with PCN staff, member practices, community organisations and external providers when arranging events.
• Assist with identifying suitable venues, dates, staffing requirements and administrative resources.
• Prepare invitations, promotional materials, attendance lists and supporting documentation.
• Coordinate bookings, equipment, room arrangements and other practical requirements.
• Support patient communications before and after events.
• Attend events where required and provide administrative assistance.
• Collect attendance information and feedback and prepare a short summary following each event.
• Help identify actions or learning arising from events and monitor their completion.

• Support agreed care-coordination projects and patient-service initiatives.
• Contact patients, carers or representatives for administrative purposes in accordance with agreed protocols.
• Help patients navigate appropriate PCN, community and healthcare services without providing clinical advice.
• Support the coordination of appointments, referrals and follow-up actions where these fall within the postholders responsibilities.
• Liaise with clinical and non-clinical colleagues to help ensure that agreed actions are completed.
• Support multidisciplinary team meetings by preparing information, recording actions and following up administrative outcomes.
• Maintain accurate records of patient contacts and actions on the appropriate clinical or administrative system.
• Refer clinical, safeguarding or complex patient concerns promptly to an appropriate senior or clinical colleague.

• Arrange meetings, including booking rooms or virtual meeting facilities and coordinating attendance.
• Prepare and circulate agendas, supporting papers and other relevant information.
• Take clear and accurate minutes when required.
• Maintain action logs and follow up agreed actions with the relevant individuals.
• Communicate professionally with patients, colleagues, member practices and external organisations.
• Ensure that sensitive or confidential matters are communicated only to appropriate authorised individuals.
• Build positive working relationships across the PCN.
• Promote clear communication and collaborative working between administrative and clinical teams.

• Provide day-to-day administrative guidance and support to colleagues within the limits of the role.
• Help new staff understand relevant administrative procedures and systems.
• Support the induction and administrative training of new team members when requested.
• Share information about changes to procedures, rotas or working arrangements.
• Encourage consistent use of agreed administrative processes.
• Identify training or support needs and bring these to the attention of the PCN Manager.
• Contribute to a positive, respectful and supportive working environment.
• Escalate performance, conduct or employment-related concerns to the PCN Manager rather than attempting to manage these independently.

• Use clinical and administrative systems appropriately and in accordance with organisational policies.
• Maintain accurate, complete and contemporaneous records.
• Protect the confidentiality of patients, staff and the organisation at all times.
• Comply with UK data-protection legislation, information-governance requirements and local policies.
• Ensure that confidential information is not disclosed to unauthorised individuals.
• Report suspected data breaches, information-security concerns or inappropriate access promptly.
• Complete all required information-governance and confidentiality training.

The postholder will be expected to:

• Work in accordance with Health Alliance PCN policies and procedures.
• Maintain professional standards of conduct, communication and confidentiality.
• Treat patients, carers, colleagues and visitors with dignity and respect.
• Promote equality, diversity and inclusion in all areas of work.
• Comply with safeguarding procedures and report concerns appropriately.
• Follow health and safety, infection prevention and risk-management requirements.
• Complete mandatory training and participate in relevant professional development.
• Attend supervision, team meetings and performance reviews as required.
• Take responsibility for organising and prioritising their own workload.
• Work flexibly to meet the reasonable needs of the PCN.
• Undertake other reasonable administrative duties consistent with the level and purpose of the post.

This job description is intended to provide an overview of the principal responsibilities of the role. It is not an exhaustive list and may be reviewed and amended following discussion with the postholder to reflect changing organisational and service requirements.

Person Specification

Experience

Desirable

• Primary care experience

Employer details

Employer name

Health Alliance PCN

Address

Belmont Health Centre

516 Kenton Lane

Harrow

Middlesex

HA3 7LT

United Kingdom

Employer's website

https://belmonthealthcentre.co.uk (Opens in a new tab)