Job summary
IntraHealth are
recruiting an Immunisation Admin Coordinator to lead area Immunisation and
Vaccination Teams in delivering the Vaccination Programmes in Secondary and Primary
schools. The Coordinator is responsible for the
performance of their locality team, managing staff, analysing performance and
providing feedback, guidance and encouragement throughout the Flu programme in
order to meet service objectives.
The successful
candidate will be an enthusiastic and motivated self-starter, with excellent managerial,
organisational, communication and interpersonal skills. Travel to schools within
the region is integral to the role, therefore a clean driving licence and
access to a vehicle is essential, as is business insurance.
The successful
applicant for this post will be joining us at a particularly exciting time as
we develop and expand our service and in return you will enjoy a competitive
salary and opportunities for personal and professional development.
Main duties of the job
The purpose of the Immunisation Admin Coordinator is to provide support and leadership to the Flu Programme and all personnel in their locality, acting as the first port of call for all queries and any issues which need resolving under indirect supervision of the Immunisation Nurse Lead/Operations Manager.
The Immunisation Coordinator will have effective line management for staff within their locality, working closely with and supporting the Clinical Lead/Operations Manager during the Flu Programme.
You will provide direct support to the Immunisation Nurse Lead to ensure that immunisation programmes:
meet the needs of all eligible people;
are provided to the highest levels of quality, safety and efficiency;
meet minimum standards and strive for excellence;
ensure equity of access and uptake.
In collaboration with the Operations Manager you will implement plans to support the delivery of the Immunisation programme. You will be expected to be responsible for a defined locality and act as the key liaison person. This will require you to undertake all clerical and administration duties applicable to the Immunisation Service and work collaboratively with the Nursing Immunisation Team to meet the needs of the service, following policy and procedures.
About us
IntraHealth is one of the
UKs leading provider of NHS Primary and Community Care services. We serve a
range of patients across our three divisions of Primary Care (general practice),
Pharmacy and Clinical Services which includes anticoagulation monitoring,
patient medication reviews and childhood immunisation programmes.
We also provide management
and clinical support to other GP practices and NHS bodies. We are a
well-established organisation having provided NHS services since the company
was founded in 1999. Our team is made up of GPs, Advanced Nurse Practitioners
(ANPs), nurses, pharmacists, Health Care Assistants (HCAs) and local
administration teams supported by a centralised back office function; providing
finance, HR, administration and data analysis support.
We operate NHS services
across the North East, North West and Yorkshire.
Job description
Job responsibilities
Operational Duties
- In collaboration with the
Operations Manager you will implement plans to deliver the Immunisation
programme;
- To lead and manage the
clerical and administration duties of the immunisation team to ensure a
high standard of service;
- To ensure/participate in the
recruitment, selection, induction, training and ongoing performance
management of members of the immunisation team;
- Receive,
assist and direct parents and carers in accessing the appropriate
information or guidance they require.
Resolve queries/problems from schools, parents, carers and
associated staff;
- Supervise
and coordinate staff in the locality, make sure staff are supported
appropriately to ensure the locality is effective, providing practical
help in solving day to day issues;
- Maintain
school and staff rotas to ensure capacity and geographical spread across
the locality;
- Coordinate
the consent form process: co-ordinate staff for drop-off and collection
from schools, and Triage;
- Coordinate
the data entry process following vaccination sessions and the process
for informing GPs and other relevant parties in line with contractual
obligations;
- Control
resources and vaccinations within agreed hours and provide weekly updates
on the management of the locality to the Operations Manager and other
relevant parties;
- Ensure
maintenance of the Cold Chain is adhered to throughout the process
within the locality;
- Attend
Flu Group Meetings, Head Teacher meetings and similar events within the
locality;
- Be part
of the “surge” capacity when required e.g. catch up campaigns.
Communication
and key working relationships
- Support
the Immunisation Nurse Lead and Operations Manager to ensure that all
elements of the immunisation programme for which you have responsibility
are properly commissioned in your locality;
- Establish
and maintain effective lines of communication with the team, delegate
and distribute work and monitor the activities of the team;
- Work
closely with and support Immunisation Coordinators in other localities
as appropriate;
- Support
the preparation and delivery of immunisation reports to other relevant
stakeholders;
- Communicate
effectively with parents, carers and teachers, recognising the needs for
alternative methods of communication;
- To
represent IntraHealth in a manner befitting the image of the
organisation.
Immunisation
Coordination
- Coordinate the delivery of
the Immunisation Programme at a local level and provide leadership and
support to achieve high uptake rates;
- Develop, agree, implement
and adjust staff activities as needed to ensure administrative
responsibilities are met, monitoring quality and throughput of work to
meet deadlines and standards;
- Authorised signatory for
locality timesheets, expense and mileage claims;
- Line manage the
administration team within the area of responsibility, delegating work
responsibilities;
- Ensure
levels of basic stock are available at all times and take responsibility
for ordering vaccinations and any other stock needed for vaccination
sessions;
- Develop and maintain
relationships with all relevant stakeholders to ensure seamless
programme delivery;
- Coordinate equipment and
resources effectively to reduce waste and promote cost efficiency;
- Ensure the collation and
analysis of information on the consents and immunisation uptake in the
locality is current and accurate;
- Monitor uptake and
identify inequalities in immunisation programme uptake within the
locality, and work with the Operations Manager to develop and implement
plans to reduce inequalities and ensure that the population have access
to high quality immunisation programmes.
Information Process and Quality
- Ensure accurate recording of information and
activities undertaken with schools, parents and children in an accurate
and timely fashion using manual or computer systems as appropriate;
- Input accurate information about
Immunisations to ensure accurate retrieval of information for monitoring
and auditing processes;
- Maintain confidentiality of information
relating to children, parents and staff;
- Take necessary precautions when transmitting
information;
- 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 team’s performance;
- Work effectively with individuals in other
agencies to meet the needs of the service;
- Effectively manage own time and workload.
Health, Safety and Security
- Use and encourage others to be familiar with
the personal security systems within the workplace;
- Understand and apply the principles of the
cold chain;
- Ensure appropriate management of
vaccinations including safe storage, rotation and disposal of vaccines,
and drugs within area of responsibility;
- Be aware of statutory child health
procedures, and statutory local guidance and referral criteria;
- Know the health and safety policies and
procedures within the workplace, including fire procedures, maintaining
documentation, monitoring and maintaining of equipment and furniture
within the area of responsibility;
- Use the computer monitor safely;
- Be able to identify the risks to health of
microbiological and chemical hazards within the working environment
according to the Control of Substances Hazardous to Health.
Other duties
- Undertake general admin
tasks e.g. dealing with items of correspondence, telephone messages,
enquiries and filing;
- Provide support to team
members as required;
- Ad hoc tasks to meet the
needs of the business;
- Comply with
mandatory training requirements and maintain training record;
- Comply with
requirements for data protection.
- General housekeeping of
the office and management of deliveries and supplies to support
contracts. Some manual handling may be required, in line with our
Moving and Handling policy. Mandatory training on Manual Handling
is required.
Job description
Job responsibilities
Operational Duties
- In collaboration with the
Operations Manager you will implement plans to deliver the Immunisation
programme;
- To lead and manage the
clerical and administration duties of the immunisation team to ensure a
high standard of service;
- To ensure/participate in the
recruitment, selection, induction, training and ongoing performance
management of members of the immunisation team;
- Receive,
assist and direct parents and carers in accessing the appropriate
information or guidance they require.
Resolve queries/problems from schools, parents, carers and
associated staff;
- Supervise
and coordinate staff in the locality, make sure staff are supported
appropriately to ensure the locality is effective, providing practical
help in solving day to day issues;
- Maintain
school and staff rotas to ensure capacity and geographical spread across
the locality;
- Coordinate
the consent form process: co-ordinate staff for drop-off and collection
from schools, and Triage;
- Coordinate
the data entry process following vaccination sessions and the process
for informing GPs and other relevant parties in line with contractual
obligations;
- Control
resources and vaccinations within agreed hours and provide weekly updates
on the management of the locality to the Operations Manager and other
relevant parties;
- Ensure
maintenance of the Cold Chain is adhered to throughout the process
within the locality;
- Attend
Flu Group Meetings, Head Teacher meetings and similar events within the
locality;
- Be part
of the “surge” capacity when required e.g. catch up campaigns.
Communication
and key working relationships
- Support
the Immunisation Nurse Lead and Operations Manager to ensure that all
elements of the immunisation programme for which you have responsibility
are properly commissioned in your locality;
- Establish
and maintain effective lines of communication with the team, delegate
and distribute work and monitor the activities of the team;
- Work
closely with and support Immunisation Coordinators in other localities
as appropriate;
- Support
the preparation and delivery of immunisation reports to other relevant
stakeholders;
- Communicate
effectively with parents, carers and teachers, recognising the needs for
alternative methods of communication;
- To
represent IntraHealth in a manner befitting the image of the
organisation.
Immunisation
Coordination
- Coordinate the delivery of
the Immunisation Programme at a local level and provide leadership and
support to achieve high uptake rates;
- Develop, agree, implement
and adjust staff activities as needed to ensure administrative
responsibilities are met, monitoring quality and throughput of work to
meet deadlines and standards;
- Authorised signatory for
locality timesheets, expense and mileage claims;
- Line manage the
administration team within the area of responsibility, delegating work
responsibilities;
- Ensure
levels of basic stock are available at all times and take responsibility
for ordering vaccinations and any other stock needed for vaccination
sessions;
- Develop and maintain
relationships with all relevant stakeholders to ensure seamless
programme delivery;
- Coordinate equipment and
resources effectively to reduce waste and promote cost efficiency;
- Ensure the collation and
analysis of information on the consents and immunisation uptake in the
locality is current and accurate;
- Monitor uptake and
identify inequalities in immunisation programme uptake within the
locality, and work with the Operations Manager to develop and implement
plans to reduce inequalities and ensure that the population have access
to high quality immunisation programmes.
Information Process and Quality
- Ensure accurate recording of information and
activities undertaken with schools, parents and children in an accurate
and timely fashion using manual or computer systems as appropriate;
- Input accurate information about
Immunisations to ensure accurate retrieval of information for monitoring
and auditing processes;
- Maintain confidentiality of information
relating to children, parents and staff;
- Take necessary precautions when transmitting
information;
- 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 team’s performance;
- Work effectively with individuals in other
agencies to meet the needs of the service;
- Effectively manage own time and workload.
Health, Safety and Security
- Use and encourage others to be familiar with
the personal security systems within the workplace;
- Understand and apply the principles of the
cold chain;
- Ensure appropriate management of
vaccinations including safe storage, rotation and disposal of vaccines,
and drugs within area of responsibility;
- Be aware of statutory child health
procedures, and statutory local guidance and referral criteria;
- Know the health and safety policies and
procedures within the workplace, including fire procedures, maintaining
documentation, monitoring and maintaining of equipment and furniture
within the area of responsibility;
- Use the computer monitor safely;
- Be able to identify the risks to health of
microbiological and chemical hazards within the working environment
according to the Control of Substances Hazardous to Health.
Other duties
- Undertake general admin
tasks e.g. dealing with items of correspondence, telephone messages,
enquiries and filing;
- Provide support to team
members as required;
- Ad hoc tasks to meet the
needs of the business;
- Comply with
mandatory training requirements and maintain training record;
- Comply with
requirements for data protection.
- General housekeeping of
the office and management of deliveries and supplies to support
contracts. Some manual handling may be required, in line with our
Moving and Handling policy. Mandatory training on Manual Handling
is required.
Person Specification
Qualifications
Essential
- Good level of general education or experience
- Equivalent to 5 GCSEs at Grade C or above (including Maths and English)
Experience
Essential
- Experience of working in a supervisory administrative role
- Experience of coordinating projects
- Experience of multi-disciplinary working
- Experience of engaging, motivating and leading individuals and teams
Desirable
- Experience of delivering immunisation programmes
- Knowledge of immunisation programmes, the impact on public health and the national and local agenda
- Experience working on Clinical Computer systems
Attitudes
Essential
- Capacity to work calmly under pressure and to deadlines
- Conscientious
- Attention to detail
- Self-starter
- Flexible and proactive attitude
- Enthusiasm for the role
- Flexible approach to work, in line with the needs of the service, such as evening or weekend working as necessary
- Able to work as part of a team
Skills and Abilities
Essential
- Effective communicator, with the ability to liaise appropriately at all levels
- Proficient in the use of computerised systems (Microsoft Word and Excel) to a level to enable the production of high standard of work
- Demonstrable team working skills
- Very good interpersonal skills
- Ability to manage and prioritise a varied workload and meet service deadlines
Desirable
- Process management
- Demonstrate an understanding of the data protection act and patient confidentiality, clinical and information governance and Caldicott requirements.
Person Specification
Qualifications
Essential
- Good level of general education or experience
- Equivalent to 5 GCSEs at Grade C or above (including Maths and English)
Experience
Essential
- Experience of working in a supervisory administrative role
- Experience of coordinating projects
- Experience of multi-disciplinary working
- Experience of engaging, motivating and leading individuals and teams
Desirable
- Experience of delivering immunisation programmes
- Knowledge of immunisation programmes, the impact on public health and the national and local agenda
- Experience working on Clinical Computer systems
Attitudes
Essential
- Capacity to work calmly under pressure and to deadlines
- Conscientious
- Attention to detail
- Self-starter
- Flexible and proactive attitude
- Enthusiasm for the role
- Flexible approach to work, in line with the needs of the service, such as evening or weekend working as necessary
- Able to work as part of a team
Skills and Abilities
Essential
- Effective communicator, with the ability to liaise appropriately at all levels
- Proficient in the use of computerised systems (Microsoft Word and Excel) to a level to enable the production of high standard of work
- Demonstrable team working skills
- Very good interpersonal skills
- Ability to manage and prioritise a varied workload and meet service deadlines
Desirable
- Process management
- Demonstrate an understanding of the data protection act and patient confidentiality, clinical and information governance and Caldicott requirements.
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.
