Gloucestershire Health and Care NHS Foundation Trust

Senior Administrative Assistant - Immunisation Team

The closing date is 07 August 2025

Job summary

This role is offered on a permanent basis. The hours are part-time, 22.5 hours per week.

Are you a Senior Administrator looking for a varied and challenging role then we may be the team you are looking to join, We are looking for a motivated individual to join the team on a part time, basis over 3 workings days.

The Gloucestershire Immunisation Administrative Team are looking for a reliable, well organised, flexible and highly motivated individual(s) to provide a comprehensive administration service to the Immunisation Team. You will need to be conscientious, with the ability to work under pressure, plan and coordinate a demanding workload in order to meet strict deadlines. The nature of the work requires accuracy, sensitivity and confidentiality.

Previous applicants need not apply.

This role is not eligible for sponsorship as per the Government's UK VISA and Immigration Rules and Regulations. For more information please visit - Work in the UK - GOV.UK

Main duties of the job

Excellent communication skills are essential as is the ability to liaise with senior managers, clinical team members and people at all levels. The successful applicant should have robust computer skills and have the ability to learn new skills and processes. A common sense approach to work is important as well as having the ability to handle sensitive and confidential information in a professional manner at all times. You will also be able to work on your own initiative and as part of a team with a positive and solution-focused attitude.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Date posted

22 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum (pro rata)

Contract

Permanent

Working pattern

Part-time

Reference number

327-25-503-A

Job locations

Edward Jenner Court

1010 Pioneer Avenue

Gloucester

GL3 4AW

Job description

Job responsibilities

To proactively manage/coordinate administrative tasks to ensure that accurate data is available to CYPS both for clinical purposes and reporting requirements.
Respond to requests for information from patients, health professionals and other agencies following corporate standards.
To proactively liaise with all stakeholders assuring the promotion, coordination and delivery of the of the School Aged Immunisation Programme.
To process and input data within the immunisation web based tool.
To support the Public Health Nursing team in the delivery of safeguarding processes.
To provide supervision and support in accordance with the Trusts Supervision Policy.
Provide and receive confidential and supportive information from staff, clients, their carers and the general public and take the appropriate action to ensure their satisfaction.
Respond to requests for information following corporate standards.
To ensure all communications are accurate, timely and well presented as per corporate standards.
To work as part of a team providing administrative support to assist the CYPS Immunisation Team.
To update and access electronic patient records with client information and changes to patient details.
Act as key administrative contact for all stakeholders.
To provide cover for other administration staff in their absence or as required.
Assist in data collection for audits, surveys and performance monitoring inputting and retrieving data as required.

Job description

Job responsibilities

To proactively manage/coordinate administrative tasks to ensure that accurate data is available to CYPS both for clinical purposes and reporting requirements.
Respond to requests for information from patients, health professionals and other agencies following corporate standards.
To proactively liaise with all stakeholders assuring the promotion, coordination and delivery of the of the School Aged Immunisation Programme.
To process and input data within the immunisation web based tool.
To support the Public Health Nursing team in the delivery of safeguarding processes.
To provide supervision and support in accordance with the Trusts Supervision Policy.
Provide and receive confidential and supportive information from staff, clients, their carers and the general public and take the appropriate action to ensure their satisfaction.
Respond to requests for information following corporate standards.
To ensure all communications are accurate, timely and well presented as per corporate standards.
To work as part of a team providing administrative support to assist the CYPS Immunisation Team.
To update and access electronic patient records with client information and changes to patient details.
Act as key administrative contact for all stakeholders.
To provide cover for other administration staff in their absence or as required.
Assist in data collection for audits, surveys and performance monitoring inputting and retrieving data as required.

Person Specification

Qualifications

Essential

GCSE level in Mathematics & English (or equivalent)

Desirable

ECDL or equivalent

Experience

Essential

Proven administration skills and experience
IT literate, experience in typing/word processing and data entry
Previous experience within a Customer /Business environment

Professional.Managerial/Specialist Knowledge

Essential

Knowledge of Administrative and Organisational Policies, Process and Procedures
Good working knowledge of Microsoft Office packages including Outlook, Word and Excel
Knowledge in data collection for audits, surveys and performance monitoring inputting and retrieving data as required

Desirable

Knowledge of RiO, Systm1 and NIVs
Knowledge of Web Based Applications

Person Specification

Qualifications

Essential

GCSE level in Mathematics & English (or equivalent)

Desirable

ECDL or equivalent

Experience

Essential

Proven administration skills and experience
IT literate, experience in typing/word processing and data entry
Previous experience within a Customer /Business environment

Professional.Managerial/Specialist Knowledge

Essential

Knowledge of Administrative and Organisational Policies, Process and Procedures
Good working knowledge of Microsoft Office packages including Outlook, Word and Excel
Knowledge in data collection for audits, surveys and performance monitoring inputting and retrieving data as required

Desirable

Knowledge of RiO, Systm1 and NIVs
Knowledge of Web Based Applications

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

Gloucestershire Health and Care NHS Foundation Trust

Address

Edward Jenner Court

1010 Pioneer Avenue

Gloucester

GL3 4AW

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Edward Jenner Court

1010 Pioneer Avenue

Gloucester

GL3 4AW

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)