Immunisation Administrator

Job description

Job responsibilities

Purpose

To provide administration support to the school immunisation programme in Surrey, this includes organisation of school-based immunisation sessions within the office and school sessions.

Principal duties to include:

• Provide a high-quality efficient administration service within the school immunisation team to deliver a wide range of administration services to support the delivery of the school-based immunisation service
• Attending school-based sessions providing an initial point of contact for students and school staff.
• Competent use of a variety of computer systems for the maintenance of departmental/patient records, data and statistics as required by clinical services.
• Maintain a general knowledge base of services and activities delivered within the school-based immunisation service.
• Management of personal emails and assisting with retrieving messages from administration and clinical team telephone answer machines, as agreed and forward to the appropriate person via a range of transmission options based upon the urgency and type of response required to the enquiry.
• Provide admin support at the school sessions, this includes but is not limited to, transporting clinical/non-clinical equipment/materials, set up, ensure paperwork is available (including withdrawal forms), liaising with school, check-in process and crowd control
• Support the smooth day to day function of the immunisation team including setting up of clinic rooms
• Participate in the preparation of clinical documentation, ensuring immunisation consent forms are available to clinicians, as appropriate liaising with clinicians, GP surgeries etc. for patient information. Track and maintain records and referral letters in line with policy and procedures. Prepare school clinic lists as required.
• Monitor supplies of clinical paperwork, stationary etc within immunisation team that is used on a daily basis and maintain appropriate levels to meet clinicians needs.
• To take responsibility of own delegated workload and support colleagues as and when needed to ensure workflow is not disrupted. Prioritise admin tasks in order of urgency and recognise when there is a need to request additional guidance and support from administration colleagues.
• Contribute to policy reviews within own area of responsibility and implement new policies and procedures.

• Establishes and maintains effective communication with colleagues
• Builds relationships with school staff
• Liaises with GP surgeries as appropriate
• Builds relationships with Immunisation nurses and passes on clinical queries to them
• Ability to manage calls from parents and the public which may include managing sensitive issues and emotive language

• Prioritises own work to meet team deadlines and priorities for Children and Family Health Surrey.

• Provide the day-to-day administrative activities to support the clinical services operating within schools. Including patient data processing, cleansing, typing, data entry, filing, photocopying, scanning etc., as agreed and required.

• Provides administrative support to the nurses to facilitate sessions, assisting to support pupils with their level of anxiety and co-operation. The role includes contact with both school staff and parents regarding any non-clinical issues.

• Participates in team meetings and contributes to improvements to service delivery

• Undertake delegated tasks to manage the shared site resources smoothly and efficiently.
• Action any office equipment repair requests, i.e., photocopiers.
• Check deliveries and either distribute to services or place in storerooms as required, always maintaining a safe environment.
• Respond to problems within the site including cleaning, property maintenance issues, clinical and non-clinical waste collection and other essential services.
• Report any non-clinical accident or incident involving admin personnel or a member of the public is in line with the CFHS policy, completing documentation in the correct time frame. Alert the Senior Administrator or Administration Manager to any risks that need urgent attention.
• Check vaccine fridge temperature and condition
• Take delivery of vaccines and store in fridges
• Monitor levels of stationery, office supplies and clinical equipment and materials to meet administration and immunisation team needs, alerting the Senior Administrator/CTL when new stock required, and ensure that stocks are stored securely.
• Assisting with the ordering of supplies when required
• Report all estates repairs required in line with the estates procedure
• Be aware of the emergency planning and business continuity policies and plans and comply with the prescribed actions detailed within in the event of an emergency/significant event.

• Identify and take responsibility for own learning requirements in line with role.. Maintain and continually advance own knowledge of and skills in using Microsoft Office software packages, as required for role, keeping up to date with relevant developments in administrative systems and processes and clinical services.
• Participate in the performance development review process.
• Participate in on the job training, as required.
• Attend and gain a required standard of knowledge in all relevant training to be offered before going out to school sessions (if service requires)
• Attend statutory and mandatory training to maintain compliance.
• Support a learning culture by learning lessons from mistakes and near misses
• Support with induction training for new staff and demonstrate own activities to less experienced administrators supporting and assisting them to undertaking the roles successfully.

• Input, retrieve, monitor and manage data from a variety of IT systems, liaising with internal and external colleagues to ensure efficiencies in service delivery.
• To develop an extensive knowledge of the immunisation consent system (Cinnamon)
• Prepare paperwork for the immunisation session
• Finalise session paperwork and scan into the computer system including vaccine carrier logs and temperature sheets.
• The administration role will require the competent use of a variety of computer systems for the maintenance of departmental/patient records and data and statistics as required by clinical services.

• Complete and report outcomes of audits of site based equipment, estate and services received as requested, to support contract monitoring and quality standards under CQC and other regulations

• To work as part of a specific clinical team, under the direct supervision of a suitably qualified nurse.
• Provide cover at own or other sites within business unit, if required to do so.
• Adhere to all CFHS policies and procedures in the completion of roles.
• This job description is subject to review and development from time to time in liaison with the post holder. As an employee of Central Surrey Health Ltd you will be required to adhere to all the organisations policies and procedures

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• Experience in delivering a range of administration tasks to a high standard.
• Experience of working in a team
• Ability to act on own initiative within policies and procedures, referring to manager as required
• Basic Microsoft Office including Word, Excel, Outlook

Desirable

• Experience in an school environment

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

CSH Surrey

Address

Goldsworth Park Health Centre

The Goldsworth Park Centre

Woking

Surrey

GU21 3LQ

Employer's website

https://www.cshsurrey.co.uk/about-us/about-csh-surrey (Opens in a new tab)