Vaccination Programme Administrator

Job description

Job responsibilities

Support the administrative and vaccination teams to provide quality system of work that is effective in its use of team resources.

Apply proven approaches to encourage attendance and reduce missed appointments.

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.

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 Cares 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 peoples rights, interpreting them in a way that is consistent with Affinity Cares 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 organisations policy and procedures for safeguarding and discharge their responsibilities for safeguarding effectively. It is individual staff members 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:

- Following of hand washing protocols

- Universal hygiene procedures

- Cleaning of work surfaces

- 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:

Give good and regular attendance

Maintain a tidy and organised work area

Any other duty as requested commensurate with the role, including coverage for absent colleagues.

Person Specification

Qualifications

Essential

• GCSE English Language, Grade C or above (or equivalent)

Desirable

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

Experience

Essential

• Evidence of experience in wide range of administrative systems and software programmes
• Experience of direct patient or customer communication i.e. face to face or via 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
• Experience of supporting and developing service improvement

Skills/Qualities/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; Identifies difficulties as challenges and works 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
• 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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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)