PCN Clinical Rota and HR Administrator

We are seeking an organised and proactive Clinical Rota Administrator / HR Administrator to support the effective operational delivery of our PCN across six GP practices. This is a pivotal role within the PCN Management Team, ensuring the smooth day-to-day running of services through a combination of HR administration, clinical rota coordination, service reporting and monitoring, and the organisation of meetings, training, and educational events.

The postholder will build strong working relationships with practice managers, healthcare professionals, and external partners, playing a key role in managing administrative processes that support the delivery of our collaborative and integrated working initiatives.

This is an excellent opportunity for an experienced and motivated Clinical Rota and HR Administrator to join a dynamic team in a varied role where no two days are the same, and where you can make a meaningful contribution to improving outcomes for the patient population.

• Clinical Rota Co-ordination:
  Prepare, manage and update clinical rotas for all sites using Systm One
• HR Administration:
  Monitoring mandatory training compliance, annual leave, absence tracking, assisting with recruitment, supporting new starter inductions and updating training records
• Diary Management and Meetings:
  Provide administrative and operational support by scheduling meetings, preparing agendas, taking minutes and tracking actions and decisions for the PCN Leadership team and board members
• Systems and Data Management:
  Organising user access to GP Systems, searches and report building in Systm One and collating data for reports
• Project Support and Communications:
  Support Quality Improvement project development within the PCN; create and coordinate social media campaigns and maintain PCN website
• Information Management:
  Maintain accurate filing within shared drives, ensuring data handling follows PCN protocols and information governance policies

The Valleys PCN is situated in a beautiful part of West Yorkshire and is made up of 6 local GP practices and representatives from the wider health and social community team.

Key Role Responsibilities

• Provide direct support to the PCN Management Team with operational running of the primary care network
• Clinical Rota Coordination:
  Prepare, manage and update clinical rotas for all sites using Systm One; administer and respond to requests for rota changes, annual leave and other types of leave from clinical staff
• Ensure timely loading and adjustment of rota schedules and maintain accurate data entry
• HR Administration:
  Assist with absence tracking, leave management and updating HR system (Team Net)
• Maintain accurate and up-to-date employee records, including training, staff appraisals, DBS checks and other compliance documentation
• Update and maintain PCN Policies
• Support the recruitment process, including advertising roles and shortlisting
• Support staff induction and onboarding of ARRS staff working across the GP practices, including arranging access to clinical and NHS IT systems, intranet and training
• Assisting with staffing for the PCN Enhanced Access Service
• Supporting workforce related returns through the National Workforce Reporting Service (NWRS) by maintaining trackers for ARRS and other PCN roles

• Diary Management and Meetings:
  Schedule PCN meetings (e.g., Board, project multidisciplinary meetings); coordinate practice communications for the meetings; circulate papers; record meeting minutes and track actions to completion
• Maintain PCN operating procedures and contact lists
• Support the Digital & Transformation Lead in the coordination and delivery of staff educational and training events: agenda setting, trainer liaison, venue/virtual setup, registrations and post-event action capture

• Systems and Data Management:
  Be the main support for reporting and monitoring for all PCN based services; produce utilisation reports and tailored visualisations using MS Excel and MS PowerPoint; organising user access to GP Systems, searches and report building in Systm One and collating data for reports
• Project Support and Communications:
  Create and maintain templates for consistent communication and reporting; support data collation from practices and prepare updates for the PCN leadership; use MS Forms/Survey Monkey to capture feedback from patients, staff and events; support Quality Improvement project development within the PCN; create and coordinate social media campaigns and maintain PCN website

• Minimum GCSE English and Mathematics at Grade A-C
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Educated to A-Level or equivalent experience
• Administration related formal training

• Strong administration and organisational skills with attention to detail
• Experience using the clinical system Systm One in General Practice
• Experience in scheduling and rota co-ordination
• Ability to manage workload effectively to meet deadlines
• Excellent…