About Us:
The Confederation, Hillingdon CIC works with General Practice and other healthcare providers to deliver its vision for Hillingdon to deliver the best primary care outcomes for patients in the whole of London. We are a not-for-profit community interest company. The Confederation works to develop and support individual GP practices, PCNs and Neighbourhoods and their changing needs. We deliver excellent clinical services ourselves both at scale and complementary to General Practice. We are the provider representative voice for local General Practice into the wider NHS and other Partners. We are of the NHS but independent, innovative and transformational.
The Confederation determines to develop as an attractive place to work, providing rewarding roles and opportunities to grow in order to attract and retain great staff that in turn delivers our vision.
Our Values:
Job Summary:
As Brent Training Hub Workforce Administrator, you will work closely with the Head of Workforce, Education and Training, Workforce Delivery Manager, NWL Training Hub and Brent Primary Care workforce, to support the coordination of programmes that attract, support, develop and retain workforce in Brent GP practices and PCNs. You will support in the expansion of place-based placements for students, support the transition of all staff into roles in general practice, and aid the retention of those staff through supervision programmes, local masterclasses and CPD training.
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The Training Hub has structured its work programme into four key workstreams:
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Training and Development
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Place Based Learning and Student Placements
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Quality Assurance (Learning Environments)
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Workforce Planning
Primary Responsibilities
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Support coordination of all Brent Training Hub events, peer to peer groups and forums from start to finish including the coordination of timings; logistics/venues; paperwork/admin; communications/advertising, liaising with speakers; attendance and DNA logs; feedback; Medtribe bookings; attendance on the day to ensure smooth running or being point of contact for all queries; etc.
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Support Coordination of student placements; place based placements, SPIN Fellowships, Work Experience/Interns and/or apprenticeships including liaising with host practices; supervisors/mentors; understanding any teaching/accommodation requirements; ensuring all necessary paperwork is signed by all parties; keep accurate and up to date records; quarterly check ins and end of placement evaluations with all parties required; highlight complaints or concerns to Workforce Delivery Manager immediately
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Coordinate the sharing and advertising of information regarding any supervision opportunities inc. SSSA; keep up to date logs of completed training; and where appropriate when renewal is required
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Be aware of the local and national plans i.e., NHS10 Year Plan; NHS People Plan etc.
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Keep accurate and detailed information required for KPIs and reporting of programme initiatives
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Manage the Training Hub Team inbox
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Manage and update the workforce distribution list
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Creation and distribution of appealing and informative communications
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Attend monthly training hub team meeting and any associated meetings required/deemed appropriate by Workforce Delivery Manager at the Confederation, Brent TH or NWL Training Hub
Personal / Professional Development
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Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
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Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
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Attend any relevant training or updates required to support the role
Quality
The post-holder will strive to maintain quality within the role, and will:
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Alert other team members to issues of quality and risk
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Work to Confederation and NWL protocols
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Assess own performance and take accountability for own actions, either directly or under supervision
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Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
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Effectively manage own time, workload and resources
Health and Safety / Risk Management
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, to include:
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Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
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Making effective use of training to update knowledge and skills
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Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
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Reporting potential risks identified
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The post-holder must comply at all times with all local Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.
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The post-holder will comply with the Data Protection Act (1984) and the Access to Health Records Act (1990).
Equality and Diversity
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The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.
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Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
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Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
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Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
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Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
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Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
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Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Patient Confidentiality
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The post holder must at all times respect patient confidentiality and, in particular, the confidentiality of electronically stored personal data in line with the requirements of the General Data Protection Regulation and in keeping with The Confederation Information Governance Policy and procedures.
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The post holder should not divulge patient information unless sanctioned by the line manager and required for the role.
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In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
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In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
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Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
Communication & Working Relationships
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The post-holder should recognise the importance of effective communication within the team and will strive to:
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Communicate effectively with other team members
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Be familiar in all mediums of communications such as email, newsletters, telephone etc
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Communicate effectively with patients and carers
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Recognise peoples needs for alternative methods of communication and respond accordingly
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Communicate effectively to outside agencies
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Communicate clearly with member/non-member practices, PCNs and NWL Training Hub
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Establish and maintain effective communication pathways at all times with project team members.
Special Working Conditions
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The post-holder may be required to travel independently to different sites and venues to attend meetings etc.
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On occasion the post-holder may be required to work on an evening or weekend due to training support required
Job Description Agreement
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within The Confederation. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the service or function.
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.
Person Specification
Essential Criteria
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Ability to plan, co-ordinate and deliver programme of work on time and to a high standard
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Excellent organisational skills with attention to detail and an ability to finish tasks completely and to a high standard
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Ability to keep full, accurate and up to date records to a high standard
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Excellent time management
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Excellent communication skills, written and verbal
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Self-motivated, energetic, and enthusiastic, with an appetite to learn
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Able to work autonomously and on own initiative
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Team working skills and can do attitude including cross cover for colleagues if required
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Adaptable to changing and ambiguous environments. Embracing change, viewing it as an opportunity to learn and develop
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Demonstrates honesty and integrity and promotes fairness
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Good interpersonal skills to develop and maintain good working relationships with member practices and key stakeholders
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Good listening skills
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Basic knowledge and skills in using Microsoft office systems e.g. Word, Excel, Powerpoint and Outlook
Desirable Criteria
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Experience of working in primary care
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Good knowledge of the workforce issues within primary care
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Knowledge of current national and London-wide agendas and responsibilities
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Understanding of local systems
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The ability to explain and promote learning/development opportunities in an engaging way at all levels of the healthcare system
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Ability to prepare and produce concise yet insightful communications for dissemination across multiple stakeholders
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Good presentational skills for conveying information and summaries
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Basic understanding and knowledge in using Canva, Medtribe and Surveymonkey
