Secretary/Administrator

Job description

Job responsibilities

To attend and administer duties relating to the smooth and efficient delivery of the school based immunisations.

The maintenance of the immunisation booking system, liaising with schools and other professionals to include the preparation and arrangement of school based sessions and clinic appointments, ensuring all clerical work resulting is dealt with in a timely manner.

To display and ensure availability of information sources to be taken to schools during parents evenings and campaign deliveries. This will include distribution and collation of all service user surveys.

To undertake, independently, routine duties for the team e.g. the booking and sending of dates for immunisation sessions in schools, organising catch up sessions in schools and clinic appointments.

Support Immunisation Nursing team to manage e-consent solution

To deal with all internal/external mail and redistribution to relevant departments.

To prioritise workload to meet agreed timescales.

To maintain appropriate levels of stationery and medical equipment stock; to place requisitions onto the Trust purchase ordering system.

To travel to schools and clinics within the North of Tyne and Gateshead area to provide administrative support to the services therein. This responsibility is delegated from the Safe Care Lead.

To communicate verbal information with team members, multidisciplinary members and other agencies, e.g. social services, education staff, parents as necessary. This information may be liaison from professionals or appointments and feedback. This often requires tact and a reassuring attitude.

Dealing with telephone enquiries and liaison between involved parties e.g. parents, health professionals, teachers.

To ensure all service users, families and other professionals are treated with dignity and respect.

To work within the office setting and deal with interruptions whilst completing the planned work.

To collect and submit data for the trust within timescales, in conjunction with Safe Care Lead.

To occasionally collate data/audit for team work.

To report any faults, defects or building defects to the Team Leader.

To attend appropriate immunisation training for administrative staff as well as mandatory training and other training or updates specific to the area in which you work.

Participate in continuous improvement and develop methods of flexible learning to assist in the self-development process.

Person Specification

Qualifications

Essential

• Education to GCSE level or equivalent as a minimum (inc. Maths and English)
• RSA Stage ll typewriting or equivalent level of experience
• ECDL or equivalent

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

Northumbria Healthcare NHS Foundation Trust

Address

Seaton Delaval Innovation Hub

Avenue Road

Seaton Delaval, Whitley Bay

NE25 0QJ

Employer's website

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