Vaccination Centre Operations Manager
South Dartmoor and Totnes Primary Care Network
This job is now closed
Job summary
South Dartmoor and Totnes & South Hams Primary Care Networks are looking to appoint a dynamic and experienced Operations Manager for the local Vaccination Centre. The hours will be full time and will often include some weekend shifts. This person must be available to start immediately and be flexible with the end date. We are initially looking at a 3-month period but it is highly likely to be extended for a further 3 months or more.
Main duties of the job
The initial set-up work has been done and processes and protocols implemented but we now need someone to maintain, improve and drive this program forwards to ensure the safe and efficient delivery of vaccinations to all patients identified in the priority groups set by NHS England and the government. This is a highly complex project which will require energy, enthusiasm and a diverse skill set. You will have support from dedicated staff, for both clinical and administrative management as well as support from the Practice Managers of each GP Practice. Your type of management experience is not crucial as we recognise a lot of the skills and experiences we are looking for are transferable. Excellent communication skills is critical, as is engaging with staff and motivating them, being highly organised and calm under pressure. Able to problem solve and think creatively will be essential too.
About us
The member GP Practices include Ashburton, Buckfastleigh, Catherine House (Totnes), Leatside (Totnes), South Brent, Dartmouth, Redfern (Salcombe), Norton Brook (Kingsbridge), Modbury and Chillington.
We have established a vaccination centre near Buckfastleigh but will soon be relocating to Totnes to deliver the vaccination program as it expands into phase The initial set-up work has been done and processes and protocols implemented but we now need someone to maintain, improve and drive this program forwards to ensure the safe and efficient delivery of vaccinations to all patients identified in the priority groups set by NHS England and the government.
This is a highly complex project which will require energy, enthusiasm and a diverse skill set. You will have support from dedicated staff, for both clinical and administrative management as well as support from the Practice Managers of each GP Practice.
Date posted
17 March 2021
Pay scheme
Other
Salary
£28,000 a year
Contract
Fixed term
Duration
3 months
Working pattern
Full-time
Reference number
A2436-21-7950
Job locations
Follaton House
Plymouth Road
Totnes
Devon
TQ9 5NE
Job description
Job responsibilities
Vaccination Centre:
Open the premises and ensure everything set-up for the day
Ensure end of day duties complete, set the alarm and close up the premises
Proactively maintain open and close procedure lists
Coordinate and maintain all health and safety requirements for the premises
Liaise with and support the clinical leads to ensure all health and safety requirements relevant to staffing and vaccinations are met, logged and maintained
Liaise with and support the clinical leads to ensure all infection control requirements relevant to the centre, staffing and vaccinations are met, logged and maintained
Ensure signage is in good condition, updated and replaced as necessary
Ensure IT equipment in good working order, report issues to the IT team; add to log/tracker as needed
Add any issues with the premises, furniture and equipment to a log/tracker
Ensure sufficient clinical consumables stock and equipment available and in good condition, in-date
To coordinate and maintain the organisation and cleanliness of the prep room and kitchen area
To keep all practices updated on vaccine delivery schedules
To receive vaccine deliveries with a clinician, check and confirm arrival, deal with any issues immediately
To receive deliveries of all other items, check in good order, deal with any issues as soon as possible
Keep business continuity procedures up to date and enact if needed
Ensure all practices and relevant stakeholders are kept informed of any significant matters pertaining to the vaccination centres, such as stock issues, accidents, faults etc
Vaccination Program:
Proactively maintain knowledge of vaccination program, locally and nationally
Attend meetings related to vaccination program and coordinate meetings with practices to keep them updated and involved
Work closely with the clinical leads and practice managers to ensure our vaccination program is compliant, efficient and effective
To collate and report on data detailing vaccination program statistics
Support the finance work for the program
To recruit and manage a centralised work force for the vaccination program
Set-up and coordinate rota for staffing the centre, based on fair shares for each practice
Check and maintain rota to ensure vaccination days fully staffed
Coordinate cover for staff absence, seeking support from practices as needed
Ensure all staff are compliant and appropriately trained for their assigned role at the centre
Plan in and coordinate orientation training for new staff and support additional training for staff at the centre
Set up users on Pinnacle, support IT issue on the day
Ensure sufficient marshals and security in place, liaising with external and volunteer organisations as needed
Work closely with the clinical leads and practice managers to determine appointment schedule and system
Check on appointment filling to ensure no wastage of vaccine and plan for using up doses at the end of each day
Work closely with the clinical leads and practice managers to plan for any external vaccinations, maintain protocols for external vaccinations
Ensure any external vaccinations are prepared and ready for collection, and returned in line with protocols
Act as the Duty Manager on vaccination days, to supervise and coordinate staff; ensure staff roles are assigned and adapted as needed, breaks are taken efficiently and any issues/queries during the day are dealt with
Any significant events, incidents or site learning should be shared with the wider team, and recorded appropriately
Proactively gather feedback from staff on the vaccination program, maintain a log, discuss with core leadership team and practice managers, action accordingly
Log any patient feedback and share with the wider team, as appropriate
Respond to patient complaints directly linked to the vaccination centre, liaising with the patients practice as needed
Promote patient choice and the vaccination centre, and provide relevant information to practices to assist with this
To ensure fairness across all 10 practices, for use of vaccines and staff, funding etc.
Undertake any other additional duties appropriate to the post as requested by the Practice Managers or core leadership team.
Confidentiality:
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.
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 Practices as business organisations. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practices may only be divulged to authorised persons in accordance with practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in their practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:
Using personal security systems within the workplace according to Practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
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
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by their Practice as part of this employment, such training to include:
Completion of online training modules to ensure compliance knowledge is kept up to date
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Vaccination Centre, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
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
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of communication effectively
Contribution to the Implementation of Services:
The post-holder will:
Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate
You will need to have:
Excellent organisational skills
Effective communication skills
Strong interpersonal skills
Keen attention to detail
The ability to remain calm under pressure
Team leadership and motivation skills, ensure team morale is kept high
Self-motivated and be driven
Good problem solving and creative thinking
Numeracy with a high order of logic
The ability to self-evaluate and embrace professional development
The ability to identify continuous improvement for work methods, procedures and protocols
Energy and enthusiasm
Excellent time management
Reliability
Willingness to learn new skills and processes
Willingness to take on training, both internal and external
Ability to work independently and remotely from others
Ability to work collaboratively
Flexibility towards Federation needs and be change ready
Commitment
Job description
Job responsibilities
Vaccination Centre:
Open the premises and ensure everything set-up for the day
Ensure end of day duties complete, set the alarm and close up the premises
Proactively maintain open and close procedure lists
Coordinate and maintain all health and safety requirements for the premises
Liaise with and support the clinical leads to ensure all health and safety requirements relevant to staffing and vaccinations are met, logged and maintained
Liaise with and support the clinical leads to ensure all infection control requirements relevant to the centre, staffing and vaccinations are met, logged and maintained
Ensure signage is in good condition, updated and replaced as necessary
Ensure IT equipment in good working order, report issues to the IT team; add to log/tracker as needed
Add any issues with the premises, furniture and equipment to a log/tracker
Ensure sufficient clinical consumables stock and equipment available and in good condition, in-date
To coordinate and maintain the organisation and cleanliness of the prep room and kitchen area
To keep all practices updated on vaccine delivery schedules
To receive vaccine deliveries with a clinician, check and confirm arrival, deal with any issues immediately
To receive deliveries of all other items, check in good order, deal with any issues as soon as possible
Keep business continuity procedures up to date and enact if needed
Ensure all practices and relevant stakeholders are kept informed of any significant matters pertaining to the vaccination centres, such as stock issues, accidents, faults etc
Vaccination Program:
Proactively maintain knowledge of vaccination program, locally and nationally
Attend meetings related to vaccination program and coordinate meetings with practices to keep them updated and involved
Work closely with the clinical leads and practice managers to ensure our vaccination program is compliant, efficient and effective
To collate and report on data detailing vaccination program statistics
Support the finance work for the program
To recruit and manage a centralised work force for the vaccination program
Set-up and coordinate rota for staffing the centre, based on fair shares for each practice
Check and maintain rota to ensure vaccination days fully staffed
Coordinate cover for staff absence, seeking support from practices as needed
Ensure all staff are compliant and appropriately trained for their assigned role at the centre
Plan in and coordinate orientation training for new staff and support additional training for staff at the centre
Set up users on Pinnacle, support IT issue on the day
Ensure sufficient marshals and security in place, liaising with external and volunteer organisations as needed
Work closely with the clinical leads and practice managers to determine appointment schedule and system
Check on appointment filling to ensure no wastage of vaccine and plan for using up doses at the end of each day
Work closely with the clinical leads and practice managers to plan for any external vaccinations, maintain protocols for external vaccinations
Ensure any external vaccinations are prepared and ready for collection, and returned in line with protocols
Act as the Duty Manager on vaccination days, to supervise and coordinate staff; ensure staff roles are assigned and adapted as needed, breaks are taken efficiently and any issues/queries during the day are dealt with
Any significant events, incidents or site learning should be shared with the wider team, and recorded appropriately
Proactively gather feedback from staff on the vaccination program, maintain a log, discuss with core leadership team and practice managers, action accordingly
Log any patient feedback and share with the wider team, as appropriate
Respond to patient complaints directly linked to the vaccination centre, liaising with the patients practice as needed
Promote patient choice and the vaccination centre, and provide relevant information to practices to assist with this
To ensure fairness across all 10 practices, for use of vaccines and staff, funding etc.
Undertake any other additional duties appropriate to the post as requested by the Practice Managers or core leadership team.
Confidentiality:
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.
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 Practices as business organisations. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practices may only be divulged to authorised persons in accordance with practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in their practice Health & Safety Policy, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:
Using personal security systems within the workplace according to Practice guidelines
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
Making effective use of training to update knowledge and skills
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
Actively reporting of health and safety hazards and infection hazards immediately when recognised
Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role
Undertaking periodic infection control training (minimum annually)
Reporting potential risks identified
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
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
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The post-holder will participate in any training programme implemented by their Practice as part of this employment, such training to include:
Completion of online training modules to ensure compliance knowledge is kept up to date
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Vaccination Centre, and will:
Alert other team members to issues of quality and risk
Assess own performance and take accountability for own actions, either directly or under supervision
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
Work effectively with individuals in other agencies to meet patients needs
Effectively manage own time, workload and resources
Communication:
The post-holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members
Communicate effectively with patients and carers
Recognise peoples needs for alternative methods of communication effectively
Contribution to the Implementation of Services:
The post-holder will:
Apply Practice policies, standards and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriate
You will need to have:
Excellent organisational skills
Effective communication skills
Strong interpersonal skills
Keen attention to detail
The ability to remain calm under pressure
Team leadership and motivation skills, ensure team morale is kept high
Self-motivated and be driven
Good problem solving and creative thinking
Numeracy with a high order of logic
The ability to self-evaluate and embrace professional development
The ability to identify continuous improvement for work methods, procedures and protocols
Energy and enthusiasm
Excellent time management
Reliability
Willingness to learn new skills and processes
Willingness to take on training, both internal and external
Ability to work independently and remotely from others
Ability to work collaboratively
Flexibility towards Federation needs and be change ready
Commitment
Person Specification
Qualifications
Essential
- GCSEs A*-C/9 to 4 or equivalent in English and Maths
Desirable
- Qualifications or training in aspects relevant to the post
- Management Qualification
- H&S Qualification
Experience
Essential
- Administration experience to a senior level
- Active involvement in setting up/coordinating a project, or similar
- Staff management/supervision experience
- H&S experience
- Awareness of confidentiality in the workplace
- Significant experience of using and aptitude for Microsoft Office - Outlook, Excel, Word and Powerpoint
- Experience of /willing to learn new IT systems, such as SystmOne
- Equality and Diversity
- Compliancy and regulations for H&S
Desirable
- Premises Management experience
- Stock Management experience
- Staff rota planning experience
- Experience of collating and analysing data
- Experience of creating reports, including those on data
- Experience of quality improvement
- Experience of working with or coordinating budgets
- Experience of training others
- Experience within Primary Care, the NHS or a clinical setting
- Working in a shared role
- Compliancy and regulations for CQC/Vaccination Program
Person Specification
Qualifications
Essential
- GCSEs A*-C/9 to 4 or equivalent in English and Maths
Desirable
- Qualifications or training in aspects relevant to the post
- Management Qualification
- H&S Qualification
Experience
Essential
- Administration experience to a senior level
- Active involvement in setting up/coordinating a project, or similar
- Staff management/supervision experience
- H&S experience
- Awareness of confidentiality in the workplace
- Significant experience of using and aptitude for Microsoft Office - Outlook, Excel, Word and Powerpoint
- Experience of /willing to learn new IT systems, such as SystmOne
- Equality and Diversity
- Compliancy and regulations for H&S
Desirable
- Premises Management experience
- Stock Management experience
- Staff rota planning experience
- Experience of collating and analysing data
- Experience of creating reports, including those on data
- Experience of quality improvement
- Experience of working with or coordinating budgets
- Experience of training others
- Experience within Primary Care, the NHS or a clinical setting
- Working in a shared role
- Compliancy and regulations for CQC/Vaccination Program
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
South Dartmoor and Totnes Primary Care Network
Address
Follaton House
Plymouth Road
Totnes
Devon
TQ9 5NE
Employer's website
Employer details
Employer name
South Dartmoor and Totnes Primary Care Network
Address
Follaton House
Plymouth Road
Totnes
Devon
TQ9 5NE
Employer's website
For questions about the job, contact:
Date posted
17 March 2021
Pay scheme
Other
Salary
£28,000 a year
Contract
Fixed term
Duration
3 months
Working pattern
Full-time
Reference number
A2436-21-7950
Job locations
Follaton House
Plymouth Road
Totnes
Devon
TQ9 5NE
Supporting documents
Privacy notice
South Dartmoor and Totnes Primary Care Network's privacy notice (opens in a new tab)