Vaccination Programme Administrator

Affinity Care

The closing date is 12 August 2022

Job summary

The post is part of the Affinity Care Primary Care Network Team and will provide day to day support in the bookings of appointments for patients linked to the roll out of our vaccinations (vaccs) and immunisation (imms) programmes including the current COVID Vaccination programme, the influenza programme, Shingles, baby vaccs and imms, other adult immunisation programmes such as HPV, Pertussis in pregnancy, Meningitis ACWY and any catch-up programmes as introduced from time to time.

Key Working Relationships

  • Patient Services Manager
  • Administrative and vaccination teams
  • Receptionists and Reception Team Leaders

Main duties of the job

  • Handle enquiries from the general public around scheduled vaccination programmes including but not limited to Covid-19 and seasonal influenza.
  • Proactively follow up with patients to book in their vaccinations in line with eligibility criteria as defined by the NHS.
  • See things from a patient perspective; identifying ways to improve our systems to enhance the patient experience.
  • Support the administrative and vaccination teams to provide a quality system of work that is effective in its use of team resources.
  • Apply proven approaches to encourage attendance and reduce DNA.
  • Maximise the use of new technology and methods of communication with patients
  • See things from a patient perspective; identifying ways to improve our systems to enhance the patient experience.
  • Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner.
  • Escalate all relevant issues and information to the Care Coordinator – Vaccinations, Immunisations, and Screening Programmes, ensuring they are aware of any developments impacting the operational functioning of the team.
  • Support the collation of all activity data and reporting information as required.
  • Constantly seek service improvement, mindful of the patient experience and patient safety balanced with efficient use of our resources.

About us

We are Affinity Care Primary Care Network covering a population of over 64,000 patients over 7 GP practices and 8 sites, all in the Bradford area. Our ethos is to provide patient focused care based on the model of GP-led family orientated general practice tailored to local population needs. Our practices are highly accredited training practices, level 3 research ready sites within an embedded ethos of our learning organisation.

We are a friendly enthusiastic and hard working team with opportunities for career progression and will provide support and development for anyone demonstrating capability, enthusiasm, commitment and strong work ethic.

Benefits include:

  • 5 weeks annual leave (pro rata for part time hours)
  • Birthday Holiday
  • Well-being day
  • NHS pension

Date posted

27 July 2022

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Duration

3 months

Working pattern

Full-time, Part-time, Job share, Flexible working, Compressed hours

Reference number

A1863-22-0333

Job locations

Shipley Health Centre

Alexandra Road

Shipley

West Yorkshire

BD18 3EG


Job description

Job responsibilities

Job Specifics

  • Handle enquiries from the general public around scheduled vaccination programmes including but not limited to Covid-19 and seasonal influenza.
  • Proactively follow up with patients to book in their vaccinations in line with eligibility criteria as defined by the NHS.
  • See things from a patient perspective; identifying ways to improve our systems to enhance the patient experience.
  • Support the administrative and vaccination teams to provide a quality system of work that is effective in its use of team resources.
  • Apply proven approaches to encourage attendance and reduce DNA.
  • Maximise the use of new technology and methods of communication with patients.
  • See things from a patient perspective; identifying ways to improve our systems to enhance the patient experience.
  • Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner.
  • Escalate all relevant issues and information to the Care Coordinator – Vaccinations, Immunisations, and Screening Programmes, ensuring they are aware of any developments impacting the operational functioning of the team.
  • Support the collation of all activity data and reporting information as required.
  • Constantly seek service improvement, mindful of the patient experience and patient safety balanced with efficient use of our resources.

Responsibility for Information Processes

  • Understand and follow the requirements of the General Data Protection Regulations (GDPR) and to refer on any queries as appropriate.
  • Adhere to the Affinity Care’s policies for data protection, maintaining confidentiality of information at all times
  • Ensure the management of personal files, both electronic and paper, are accurate, with information being updated in a timely manner and available for audit purposes.
  • Take the necessary precautions when transmitting information.
  • Follow organisational policy regarding the use of email and computer tasks as the main internal method of non-verbal communication and the use of the intranet and the internet as the main source of internal and external information.

Equality, Diversity and Inclusivity

  • Act in ways that recognise the importance of people’s rights, interpreting them in a way that is consistent with Affinity Care’s values and procedures.
  • Respect the privacy, dignity and beliefs of employees and stakeholders. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc.

Safeguarding

Affinity Care is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Staff should ensure that they are aware of the organisation’s policy and procedures for safeguarding and discharge their responsibilities for safeguarding effectively. It is individual staff member’s responsibility to maintain competences with regards to levels of safeguarding training commensurate with individual roles. Staff should report any safeguarding concerns to appropriate agencies in line with the safeguarding policy.

Health, Safety and Security

  • Wear at all times the appropriate Personal Protection Equipment and clothing at all times in accordance with the Infection Prevention and Control Standard Operating Procedure.
  • Apply appropriate infection-control measures and maintain work areas that they are clean, safe and free from hazards reporting of any potential risks identified including:

  1. Following of hand washing protocols
  2. Universal hygiene procedures
  3. Cleaning of work surfaces
  4. Assist colleagues in adopting sound infection control measures

  • Use the personal security systems within the workplace according to Practice guidelines.
  • Assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients.
  • Follow Health and Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system.
  • Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

Other

You will be required to work at other premises owned or associated to the practice. This will be subject to reasonable request in terms of travel compared your routine site of work. You may also be asked from time to time to be flexible in your working hours as per the needs of the practice.

You will be required to:

  1. Give good and regular attendance
  2. Maintain a tidy and organised work area
  3. Any other duty as requested commensurate with the role, including covering for absent colleagues.

This job description is subject to periodic review and amendment in consultation with the post-holder in the light of changing circumstances.

Job description

Job responsibilities

Job Specifics

  • Handle enquiries from the general public around scheduled vaccination programmes including but not limited to Covid-19 and seasonal influenza.
  • Proactively follow up with patients to book in their vaccinations in line with eligibility criteria as defined by the NHS.
  • See things from a patient perspective; identifying ways to improve our systems to enhance the patient experience.
  • Support the administrative and vaccination teams to provide a quality system of work that is effective in its use of team resources.
  • Apply proven approaches to encourage attendance and reduce DNA.
  • Maximise the use of new technology and methods of communication with patients.
  • See things from a patient perspective; identifying ways to improve our systems to enhance the patient experience.
  • Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner.
  • Escalate all relevant issues and information to the Care Coordinator – Vaccinations, Immunisations, and Screening Programmes, ensuring they are aware of any developments impacting the operational functioning of the team.
  • Support the collation of all activity data and reporting information as required.
  • Constantly seek service improvement, mindful of the patient experience and patient safety balanced with efficient use of our resources.

Responsibility for Information Processes

  • Understand and follow the requirements of the General Data Protection Regulations (GDPR) and to refer on any queries as appropriate.
  • Adhere to the Affinity Care’s policies for data protection, maintaining confidentiality of information at all times
  • Ensure the management of personal files, both electronic and paper, are accurate, with information being updated in a timely manner and available for audit purposes.
  • Take the necessary precautions when transmitting information.
  • Follow organisational policy regarding the use of email and computer tasks as the main internal method of non-verbal communication and the use of the intranet and the internet as the main source of internal and external information.

Equality, Diversity and Inclusivity

  • Act in ways that recognise the importance of people’s rights, interpreting them in a way that is consistent with Affinity Care’s values and procedures.
  • Respect the privacy, dignity and beliefs of employees and stakeholders. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc.

Safeguarding

Affinity Care is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Staff should ensure that they are aware of the organisation’s policy and procedures for safeguarding and discharge their responsibilities for safeguarding effectively. It is individual staff member’s responsibility to maintain competences with regards to levels of safeguarding training commensurate with individual roles. Staff should report any safeguarding concerns to appropriate agencies in line with the safeguarding policy.

Health, Safety and Security

  • Wear at all times the appropriate Personal Protection Equipment and clothing at all times in accordance with the Infection Prevention and Control Standard Operating Procedure.
  • Apply appropriate infection-control measures and maintain work areas that they are clean, safe and free from hazards reporting of any potential risks identified including:

  1. Following of hand washing protocols
  2. Universal hygiene procedures
  3. Cleaning of work surfaces
  4. Assist colleagues in adopting sound infection control measures

  • Use the personal security systems within the workplace according to Practice guidelines.
  • Assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and patients.
  • Follow Health and Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system.
  • Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

Other

You will be required to work at other premises owned or associated to the practice. This will be subject to reasonable request in terms of travel compared your routine site of work. You may also be asked from time to time to be flexible in your working hours as per the needs of the practice.

You will be required to:

  1. Give good and regular attendance
  2. Maintain a tidy and organised work area
  3. Any other duty as requested commensurate with the role, including covering for absent colleagues.

This job description is subject to periodic review and amendment in consultation with the post-holder in the light of changing circumstances.

Person Specification

Experience

Essential

  • Evidence of experience in a wide range of administrative systems and software programmes.
  • Experience of direct patient or customer communication i.e. face-to-face or telephone.
  • Competent computer skills.
  • Familiarity with the names of vaccines and immunisations.

Desirable

  • Experience of and competency in using the SystmOne clinical system.
  • Evidence of ability to support collation and analysis of data.
  • Understanding of data protection legislation.
  • Evidence of supporting and developing service improvements.

Qualifications

Essential

  • GCSE English Language Grade C/Level 4 or above (or equivalent).

Desirable

  • NVQ Level 3 or equivalent level of knowledge in office procedures and systems or customer service.

Other

Essential

  • An ability to maintain confidentiality and trust.
  • "Can do" attitude, able to maintain positivity in the face of adversity.
  • Flexible approach to work.
  • Understanding of and commitment to equality, diversity, and inclusivity.
  • Non-judgmental.

Skills, Qualities, and Attributes

Essential

  • Clear communicator with good writing, data entry, and telephone skills
  • Ability to work effectively as part of a team along with awareness and consideration of other professionals' roles.
  • Problem solving skills; Ability to identify difficulties as challenges and work with others to identify solutions.
  • Able to motivate self, work on own initiative and prioritise workload to meet deadlines.
  • Persistence and ability to keep going in difficult situations and with complex and uncertain pieces of work.
Person Specification

Experience

Essential

  • Evidence of experience in a wide range of administrative systems and software programmes.
  • Experience of direct patient or customer communication i.e. face-to-face or telephone.
  • Competent computer skills.
  • Familiarity with the names of vaccines and immunisations.

Desirable

  • Experience of and competency in using the SystmOne clinical system.
  • Evidence of ability to support collation and analysis of data.
  • Understanding of data protection legislation.
  • Evidence of supporting and developing service improvements.

Qualifications

Essential

  • GCSE English Language Grade C/Level 4 or above (or equivalent).

Desirable

  • NVQ Level 3 or equivalent level of knowledge in office procedures and systems or customer service.

Other

Essential

  • An ability to maintain confidentiality and trust.
  • "Can do" attitude, able to maintain positivity in the face of adversity.
  • Flexible approach to work.
  • Understanding of and commitment to equality, diversity, and inclusivity.
  • Non-judgmental.

Skills, Qualities, and Attributes

Essential

  • Clear communicator with good writing, data entry, and telephone skills
  • Ability to work effectively as part of a team along with awareness and consideration of other professionals' roles.
  • Problem solving skills; Ability to identify difficulties as challenges and work with others to identify solutions.
  • Able to motivate self, work on own initiative and prioritise workload to meet deadlines.
  • Persistence and ability to keep going in difficult situations and with complex and uncertain pieces of work.

Employer details

Employer name

Affinity Care

Address

Shipley Health Centre

Alexandra Road

Shipley

West Yorkshire

BD18 3EG


Employer's website

https://shipleymedicalpractice.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Affinity Care

Address

Shipley Health Centre

Alexandra Road

Shipley

West Yorkshire

BD18 3EG


Employer's website

https://shipleymedicalpractice.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Date posted

27 July 2022

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Duration

3 months

Working pattern

Full-time, Part-time, Job share, Flexible working, Compressed hours

Reference number

A1863-22-0333

Job locations

Shipley Health Centre

Alexandra Road

Shipley

West Yorkshire

BD18 3EG


Supporting documents