The East Berkshire Primary Care Provider
Collaborative (EBPCPC) is looking for an organised, proactive and professional
Administrative Assistant to support the successful operation of a new Collaborative
for Primary Care across East Berkshire.
This is an excellent opportunity to join
the Collaborative at the start of its journey and play a central role in
supporting its governance, communication and day-to-day organisation.
East
Berkshire Primary Care Provider Collaborative brings together general practice,
PCNs, federations and wider primary care provider partners to support
collaborative delivery at scale across East Berkshire. The Collaborative works
with NHS Thames Valley ICB, neighbourhood partners and other system
stakeholders to strengthen primary care leadership, improve coordination and
support agreed transformation priorities.
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.
