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Project Assistant

3 months ago

Newcastle upon Tyne, United Kingdom Newcastle General Practice Services Ltd Full time

Job summary

This roleinvolves being responsible for the efficient management and direction of theworkforce administration team, ensuring all administrative duties are performedeffectively. This element will be overseen by the WFT Lead. The role will also involveacting and representing the front door of NGPS, welcoming guests, answering thephone and supporting the smooth running of the Head Office.

Beyond that,we truly want to hear from you if you are interested. We are open toflexibility, ideas, and any sense of innovation you would like to bring withyou.

So, if youare ready for a challenge, perhaps you are at the stage in your career toprogress to a new role, please get in touch with us. We look forward to hearingfrom you.

Main duties of the job

a. Provides administrative support inrespect of ongoing project implementations.

b. Supports, facilitates and monitors theprogress of the projects, efficiently and consistently.

c. Supports performance improvementinitiatives.

d. Manages elements of the broaderWorkforce Transformation project.

e. The postholder will have specificresponsibility for the development of the Workforce Transformation projectadministration service. This will require the development of stakeholdernetworks - from new joiners to very senior clinicians and external managers -to increase the usage of the service and the establishment of internalprocesses for consultation.

f. Support the Workforce team inadministrative and project support activities.

g. Create innovative ideas and designs toprimary care that will increase recruitment, recruitment quality and theretention of staff.

h. Being the Front Door for NGPS greeting visitors & answering phone calls/directing to appropriate memberof staff

About us

Newcastle GP Services (NGPS)is an ambitious and innovative membership organisation, providing support to 27GP Practices across Newcastle. A small, friendly and professional team based inGosforth, we deliver a range of services, including Urgent Treatment Centres,Outreach Bus, Enhanced Access, managing a primary care staff bank, as well asproviding financial and administrative assistance to the seven Primary CareNetworks (PCNs) in the city. Our mission is to ensure that voice of NewcastlePrimary Care is heard, and that we work on behalf of our members to work at theright scale.

IMPORTANT: Note that wereserve the right to close applications early if strong applications arereceived by NGPS. If you intend to apply but need to do so closer to thedeadline, kindly drop an email to the job contact email address on the right.

Job description

Job responsibilities

a. Assists in ensuring the project is onschedule and provides administrative support as and when required by members ofthe team.

b. To deliver Workforce Transformationadministration and coordination objectives.

c. Evaluate the success and effectivenessof training events and improve the success of future events as a result throughthe undertaking of market research/feedback.

d. Maintain and further developrelationships with all stakeholder organisations across Newcastle

e. Work closely with the Project Manager onstrategy to strengthen the service across Newcastle.

f. Contribute to Workforce reports.

g. Promote training through various media the training newsletter, website, correspondence with the Communications Manager

h. Contribute to updating and developingcontent on the Workforce website.

i. Works with Project Manager to developnew training opportunities across all areas, particularly in areas where demandis high.

j. Administration for Workforce and NGPS HQteam.

Confidentiality

In the performance of the duties outlined in this JobDescription, the post-holder may have access to confidential informationrelating to patients, their carers, practice staff and other healthcareworkers. They may also have access to information relating to the practice as abusiness organisation.

All such information from any source is to be regardedas strictly confidential. Information relating to patients, carers, colleagues,other healthcare workers or the business of the Practice may only be divulgedto authorised persons in accordance with the practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data.

Health & Safety

The post-holder will assist in promoting andmaintaining their own and others health, safety and security as defined in thePractice Health & Safety Policy, to include:

Identifying the risks involved in work activities andundertaking such activities in a way that manages those risks.

Making effective use of training to update knowledgeand skills.

Report potential risks identified.

Equality and diversity

Identify patterns of discrimination, act to overcomethis, and promote diversity and quality of opportunity.

Enable others to promote equality and diversity in anon-discriminatory culture.

Support people who need assistance in exercising theirrights.

Monitor and evaluate adherence to local chaperoningpolicies.

Act as a role model in good practice relating toequality and diversity.

Accept the rights of individuals to choose their careproviders, participate in care and refuse care. Assist patients frommarginalised groups to access quality care

Personal & Professional Development

The post-holder will participate in any trainingprogramme implemented by NGPS as part of this employment, such training toinclude:

Participation in regular, individual performancereviews, including taking responsibility for maintaining a record of ownpersonal and/or professional development

Demonstrating skills and activities to others who areundertaking similar work and maintain a personal record of personal development

Sharing knowledge and good practice from outsidelearning within the wider team

Working with management on any new trainingrequirements

Ensure own personal development through reflection andfeedback from partners / colleagues.

Manage own time effectively, plan and meet personaland practice targets.

Quality

The post-holder will strive to maintain quality withinNGPS, and will:

Alert other team members to issues of quality andrisk.

Assess own performance and take accountability for ownactions, either directly or under supervision.

Contribute to the effectiveness of the team byreflecting on own and team activities and making suggestions on ways to improveand enhance the team's performance.

Work effectively with individuals in other agencies tomeet patients' needs.

Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance ofeffective communication within the team and will strive to:

Communicate effectively with other team members, ourpractices and other stakeholders.

Recognise peoples needs for alternative methods ofcommunication and respond accordingly.

This Job Description is neither exhaustive norexclusive and will be reviewed periodically in conjunction with the postholder. The post holder is required to carry out any duties that may bereasonably be requested by NGPS.

Person Specification

Experience

Essential

Experience of working in a demanding environment with competing priorities. Experience of handling confidential information and an up to date knowledge of data protection legislation. Experience of team working and versatility to take on a variety of tasks. Experience of managing your own workload. Experience of working in Microsoft Outlook and responding to email communications. Experience in an administrative role.

Desirable

Experience in healthcare (specifically General Practice). Experience in project support.

Qualifications

Essential

Educated to GCSE level, or equivalent evidence of effective numeracy, literacy and word processing skills

Desirable

Evidence of a commitment to continuing professional development

Skills

Essential

Excellent written and verbal communication skills. Excellent organisation and time management skills, with a proven ability to meet deadlines. Ability to build collaborative relationships. Proficient in Microsoft Office packages Outlook, Word, Excel and PowerPoint and capable of producing documents to a high standard. Excellent organisation and time management skills. Ability to use initiative and judgement. Keen attention to detail.

Desirable

Experience using graphic design software like canva.