COVID Vaccinations Site Supervisor

Job description

Job responsibilities

JOB TITLE: Site Supervisor

Job Type: Bank

Responsible to: Deputy Service Manager

Alliance and Department Information

The goals of the Alliance are to work strategically with all Bromley practices, to help secure the best services for patients whilst working together, to support the member practices in the challenges of a changing NHS. The Alliance aims to improve the morale of general practice in Bromley, by sharing expertise, services and supporting its workforce. The Alliance will make a positive impact on medical services in Bromley, by working closely with the ICB, local NHS trusts, local providers and patient groups, to improve the delivery of healthcare to the local population.

The Bromley Alliance is already working with the Bromley Community Education Provider Network (CEPN) to improve the training of general practice staff in the Bromley area.

Phase 5 of the NHS COVID-19 vaccination programme has begun in Bromley. Initially, the vaccination was prioritised for those aged 65 years old and over, frontline health and social care workers, those at higher risk or who are pregnant, and people who have or live with someone who has a weakened immune system. This now includes adults over the age of 50. Our aim is to ensure that every eligible Bromley resident is offered, if not administered the vaccine.

BGPA works closely with the ICB, and local providers to run LVS Clinics and a Home visiting Service.

Key Relationships

Executive Team

Management Team

Site Administration

Site Volunteers

Site Supervisors

General Practitioners

External Organisations: ICB, Bromley Healthcare, local providers and suppliers.

Job Summary

To support the Covid-19 Vaccination Management team in the execution of the National Vaccination Programme clinics across the Borough of Bromley, by overseeing the on-site non-clinical leadership of the team.

The role will provide strategic leadership through collaboration with external stakeholders and ensure all elements of governance are achieved, alongside developing initiatives to increase uptake across the population. You will be required to work without supervision to manage the team and demonstrate excellent communication skills to deal with difficult conversations and scenarios that may arise.

Duties and Responsibilities as Site Supervisor

Successfully operate a politically sensitive environment

Manage patient flow and patient satisfaction

Deal with patient enquiries, cancellation requests efficiently and swiftly ensuring patient satisfaction on site.

Communicate effectively with GPs, HCAs, Covid-19 Vaccination Management, Administrators and Volunteers

Maintain, and transfer confidential patient records on site, ensuring they are stored in an accurate and secure filing system. Adhere to confidentiality as per the company policy.

To ensure rigorous records management and data entry Vaccine Usage Sheet, Patient Walk-In list, Site Attendance, and Central Incident Reporting Log.

Manage vaccine stock holding on site. Record vaccine stock when removed or delivered to other LVS/Pop-Up or Satellite clinics, and to report low stock levels for vaccines, stationery and clinical equipment.

Maintain accurate, clear and legible documentation in all legal records in accordance with the Data Protection Act Pinnacle Offline forms (PSD)

Ability to manage time effectively to work flexibly across various aspects of the programme to effectively meet deadlines Stock Control Report

Have full understanding of EMIS, AccuRx, and Pinnacle system

Have working knowledge of all software and hardware, i.e. photocopier, email, patient information system

Any other duties as required by your line manager to support the smooth and effective running of services.

Work within organisation policies, procedures and guidelines

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.

Personal/Professional Development

Participate in an annual individual performance review, including taking responsibility for maintain a record of own personal and/or professional development

Participate in any training programme implemented by the management team

Effectively manage own time, workload and resources

Assess own performance and development and take accountability for own actions, either directly or under supervision.

Communication

Demonstrate interpersonal skills when dealing with all levels of staff across the BGPA using persuasion, tact and reassurance where necessary.

To deal with all telephone calls related to the services, ensuring callers are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.

Handle confidential patient material in a sensitive and discrete fashion in compliance with BGPA policy and procedure.

To be able to influence, motivate and involve individuals and teams to reach necessary performance target expectations.

Liaise with other departments and members of the BGPA and other organisations to ensure the smooth running of the office and to assisting the functioning of the team.

The post holder is required to follow BGPA policies and procedures which are regularly updated including:

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the BGPAs FOI procedure if they receive a written request for information.

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to the BGPAs Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the Trusts health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required by the Trust to reduce HCAIs. All post holders must comply with the BGPA infection screening and immunisation policies as well as be familiar with the Trusts Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy, Personal Protective Equipment Policy, safe procedures for using aseptic techniques and safe disposal of sharps.

Risk Management

All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with the Trusts use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager, or stated by the Trust to be mandatory.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

Smoking Policy

It is the Trusts policy to promote health. Smoking, therefore, is actively discouraged. It is illegal within Trust buildings and vehicles.

Review of this Job Description

This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.

Person Specification

Qualifications

Essential

• Good knowledge and use of the English language
• Excellent grammar, spelling and punctuation
• Good standard of educatio
• Computer Literacy Skills

Experience

Essential

• Significant secretarial/administrative experience
• Experience of working with a framework of confidentiality
• Experience of dealing with a range of difficult or challenging situations both on the telephone and in person

Desirable

• Experience of working in an NHS environment, ideally in a GP setting

Skills

Essential

• Good computer literacy skills including knowledge of Word, Excel and Outlook
• Excellent communication skills, both verbal and written
• Good interpersonal skills

Abilities

Essential

• Ability to use databases and prepare spreadsheets.
• Ability to communicate effectively with professionals at all levels
• Ability to work on own initative, without supervision and to prioritise own workload
• Ability to work under pressure in potentially stressful situations
• Ability to work as a team

Other

Essential

• Good organisational and planning skills
• To be flexible and reliable
• Willingness to learn new skills
• Good understanding of confidentiality issues
• To be self-motivated, enthusiastic and have a high standard of personal performance

Desirable

• Willingness to learn existing and new computer software packages
• Knowledge and understanding of medical terminology
• Knowledge and understanding of the GP setting issues
• Knowledge and understanding of AccuRx and Pinnacle
• Knowledge and understanding of EMIS

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

Bromley GP Alliance Ltd

Address

Kelsey Park Farmhouse

379 Croydon Road

Beckenham

BR3 3QL

Employer's website

https://bromleygpalliance.org/ (Opens in a new tab)