Immunisation Admin Coordinator - Rotherham

Integrated Care System; Rotherham; On-site; GBP 28,000 - 35,000; Full time

Job summary

An exciting opportunity for an Immunisation Admin Coordinator at a leading NHS provider in Rotherham. The role involves leading vaccination teams, managing performance, ensuring high service quality, and coordinating efforts in delivering immunisation programmes. Ideal candidates will bring strong supervisory skills and a passion for public health.

Qualifications

• Good level of general education or equivalent experience.
• Experience in a supervisory administrative role.
• Knowledge of immunisation programmes.

Responsibilities

• Lead and manage clerical and administrative duties of the immunisation team.
• Support the Immunisation Nurse Lead and Operations Manager.
• Coordinate the delivery of Immunisation Programme at a local level.

Skills

Communication

Organisational

Interpersonal

Leadership

Time Management

Process Management

Education

5 GCSEs at Grade C or above (including Maths and English)

Tools

Microsoft Word

Microsoft Excel

Job description

Immunisation Admin Coordinator - Rotherham

IntraHealth arerecruiting an Immunisation Admin Coordinator to lead area Immunisation andVaccination Teams in delivering the Vaccination Programmes in Secondary and Primaryschools. The Coordinator is responsible for theperformance of their locality team, managing staff, analysing performance andproviding feedback, guidance and encouragement throughout the Flu programme inorder to meet service objectives.

The successfulcandidate will be an enthusiastic and motivated self-starter, with excellent managerial,organisational, communication and interpersonal skills. Travel to schools withinthe region is integral to the role, therefore a clean driving licence andaccess to a vehicle is essential, as is business insurance.

The successfulapplicant for this post will be joining us at a particularly exciting time aswe develop and expand our service and in return you will enjoy a competitivesalary 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 theUKs leading provider of NHS Primary and Community Care services. We serve arange 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 managementand clinical support to other GP practices and NHS bodies. We are awell-established organisation having provided NHS services since the companywas founded in 1999. Our team is made up of GPs, Advanced Nurse Practitioners(ANPs), nurses, pharmacists, Health Care Assistants (HCAs) and localadministration teams supported by a centralised back office function; providingfinance, HR, administration and data analysis support.

We operate NHS servicesacross the North East, North West and Yorkshire.

Job responsibilities

Operational Duties

• In collaboration with theOperations Manager you will implement plans to deliver the Immunisationprogramme;
• To lead and manage theclerical and administration duties of the immunisation team to ensure ahigh standard of service;
• To ensure/participate in therecruitment, selection, induction, training and ongoing performancemanagement of members of the immunisation team;
• Receive,assist and direct parents and carers in accessing the appropriateinformation or guidance they require.Resolve queries/problems from schools, parents, carers andassociated staff;
• Superviseand coordinate staff in the locality, make sure staff are supportedappropriately to ensure the locality is effective, providing practicalhelp in solving day to day issues;
• Maintainschool and staff rotas to ensure capacity and geographical spread acrossthe locality;
• Coordinatethe consent form process: co-ordinate staff for drop-off and collectionfrom schools, and Triage;
• Coordinatethe data entry process following vaccination sessions and the processfor informing GPs and other relevant parties in line with contractualobligations;
• Controlresources and vaccinations within agreed hours and provide weekly updateson the management of the locality to the Operations Manager and otherrelevant parties;
• Ensuremaintenance of the Cold Chain is adhered to throughout the processwithin the locality;
• AttendFlu Group Meetings, Head Teacher meetings and similar events within thelocality;
• Be partof the “surge” capacity when required e.g. catch up campaigns.

Communicationand key working relationships

• Supportthe Immunisation Nurse Lead and Operations Manager to ensure that allelements of the immunisation programme for which you have responsibilityare properly commissioned in your locality;
• Establishand maintain effective lines of communication with the team, delegateand distribute work and monitor the activities of the team;
• Workclosely with and support Immunisation Coordinators in other localitiesas appropriate;
• Supportthe preparation and delivery of immunisation reports to other relevantstakeholders;
• Communicateeffectively with parents, carers and teachers, recognising the needs foralternative methods of communication;
• Torepresent IntraHealth in a manner befitting the image of theorganisation.

ImmunisationCoordination

• Coordinate the delivery ofthe Immunisation Programme at a local level and provide leadership andsupport to achieve high uptake rates;
• Develop, agree, implementand adjust staff activities as needed to ensure administrativeresponsibilities are met, monitoring quality and throughput of work tomeet deadlines and standards;
• Authorised signatory forlocality timesheets, expense and mileage claims;
• Line manage theadministration team within the area of responsibility, delegating workresponsibilities;
• Ensurelevels of basic stock are available at all times and take responsibilityfor ordering vaccinations and any other stock needed for vaccinationsessions;
• Develop and maintainrelationships with all relevant stakeholders to ensure seamlessprogramme delivery;
• Coordinate equipment andresources effectively to reduce waste and promote cost efficiency;
• Ensure the collation andanalysis of information on the consents and immunisation uptake in thelocality is current and accurate;
• Monitor uptake andidentify inequalities in immunisation programme uptake within thelocality, and work with the Operations Manager to develop and implementplans to reduce inequalities and ensure that the population have accessto high quality immunisation programmes.

Information Process and Quality

• Ensure accurate recording of information andactivities undertaken with schools, parents and children in an accurateand timely fashion using manual or computer systems as appropriate;
• Input accurate information aboutImmunisations to ensure accurate retrieval of information for monitoringand auditing processes;
• Maintain confidentiality of informationrelating to children, parents and staff;
• Take necessary precautions when transmittinginformation;
• Alert other team members to issues of qualityand risk;
• Assess own performance and takeaccountability for own actions, either directly or under supervision;
• Contribute to the effectiveness of the teamby reflecting on own and team activities and making suggestions on waysto improve and enhance the team’s performance;
• Work effectively with individuals in otheragencies to meet the needs of the service;
• Effectively manage own time and workload.

Health, Safety and Security

• Use and encourage others to be familiar withthe personal security systems within the workplace;
• Understand and apply the principles of thecold chain;
• Ensure appropriate management ofvaccinations including safe storage, rotation and disposal of vaccines,and drugs within area of responsibility;
• Be aware of statutory child healthprocedures, and statutory local guidance and referral criteria;
• Know the health and safety policies andprocedures within the workplace, including fire procedures, maintainingdocumentation, monitoring and maintaining of equipment and furniturewithin the area of responsibility;
• Use the computer monitor safely;
• Be able to identify the risks to health ofmicrobiological and chemical hazards within the working environmentaccording to the Control of Substances Hazardous to Health.

Other duties

• Undertake general admintasks e.g. dealing with items of correspondence, telephone messages,enquiries and filing;
• Provide support to teammembers as required;
• Ad hoc tasks to meet theneeds of the business;
• Comply withmandatory training requirements and maintain training record;
• Comply withrequirements for data protection.
• General housekeeping ofthe office and management of deliveries and supplies to supportcontracts. Some manual handling may be required, in line with ourMoving and Handling policy. Mandatory training on Manual Handlingis required.

Person Specification

Qualifications

• Good level of general education or experience
• Equivalent to 5 GCSEs at Grade C or above (including Maths and English)

Experience

• 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
• 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
• Capacity to work calmly under pressure and to deadlines
• 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

• 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
• 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.