Immunisation Admin Team Leader - Cheshire

NHS Jobs; Ellesmere; On-site; GBP 26,000 - 34,000; Full time

Job summary

NHS Jobs in England is seeking an Immunisation Service Administrator to support the Immunisation Nurse Lead and ensure high-quality vaccination programmes within a defined locality. You will supervise clerical staff, coordinate recruitment and inductions, and monitor performance to meet targets.

The role requires effective communication with schools, parents and service users, and the ability to maintain confidential records while handling incidents and driving continuous service improvement.

Qualifications

• Lead and manage clerical and administration duties to ensure staff are skilled to deliver service requirements.
• Establish and maintain effective communication with team, line management and clinical service.
• Coordinate recruitment, induction, training and ongoing performance management of staff.
• Monitor performance and ensure duties meet standard operating procedures.
• Maintain confidentiality and handle information securely across the Immunisation Service.

Responsibilities

• To lead and manage the clerical and administration duties of the Immunisation team to ensure staff are skilled to deliver the service requirements.
• Establish and maintain effective lines of communication with the team, line management and clinical service to allow for the transfer of information and knowledge.
• To ensure the recruitment, selection, induction, training, and ongoing performance management of staff.
• Delegate and distribute work and monitor the activities of the team to ensure effective cover and completion of work duties and responsibilities.
• To contribute to the delivery of quality standards, targets and KPIs for the service area by ensuring that through performance monitoring in line with SOPs.
• Be the point of contact for Schools, Parents and other service users and create, maintain and enhance effective customer relations.
• To ensure effective and efficient management of service delivery, dealing with and taking appropriate action in respect of concerns and complaints.
• Attend Flu Group Meetings, Head Teacher meetings and similar events within their locality.
• Liaise with NHS England for reporting purposes and other Immunisation Project Coordinators to ensure consistency.
• Be part of the surge capacity when required eg. catch up campaigns.

Skills

Team leadership

Communication

Recruitment & onboarding

Performance management

Plan & organise

Job description

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 deliver the Immunisation programme. You will be responsible for a defined locality and act as the key person. This will require you to supervise all clerical and administration duties applicable to the Immunisation Service, review staff activities as needed to ensure responsibilities are met, and work collaboratively with the Nursing Immunisation Team to meet the needs of the service, following policy and procedures.

Key Tasks (RA sponsor for National spine smartcard identity service) (To aid with the mass recruitment process ready for each season. This will include shortlisting, interviews, and new starter tasks.) (Complete inductions and training for members of the admin and data entry team.)

• 1. To lead and manage the clerical and administration duties of the Immunisation team to ensure staff are skilled to deliver the service requirements
• 2. Establish and maintain effective lines of communication with the team, line management and clinical service to allow for the transfer of information and knowledge
• 3. To ensure the recruitment, selection, induction, training, and ongoing performance management of staff.
• 4. Delegate and distribute work and monitor the activities of the team to ensure effective cover and completion of work duties and responsibilities eg. Includes staff rotas, cover arrangement etc.
• 5. To contribute to the delivery of quality standards, targets and KPIs for the service area by ensuring that through performance monitoring in line with standard operating procedures.
• 6. To be the point of contact for Schools, Parents and other service users and create, maintain and enhance effective customer relations, both internally and externally, including exchanging information and proactively solving complex problems as required
• 7. To ensure effective and efficient management of service delivery, dealing with and taking appropriate action in respect of concerns and complaints.
• 8. Attend Flu Group Meetings, Head Teacher meetings and similar events within their locality
• 9. Liaise with NHS England for reporting purposes and other Immunisation Project Coordinators to ensure systems and approaches are consistent as appropriate.
• 10. Be part of the surge capacity when required eg. catch up campaigns.
• 11. 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.
• 12. Use a variety of communication skills and to promote and develop these within the team, to present information, develop positive working relationships and manage issues and problems to ensure the smooth administrative service provision
• 13. Establish and maintain formal and information communication routes with the team to facilitate team briefings, monitoring of performance, mentoring, training and problem solving.

Communication and key working relationships

• 14. You will 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 area.
• 15. You will provide immunisation reports to the Operations Manager and other relevant stakeholders
• 16. You will communicate effectively with patients, parents, carers and teachers, recognising the needs for alternative methods of communication Planning and Organisation
• 17. 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
• 18. Contribute ideas and administrative expertise to facilitate continuous improvement of services, this may include participating in work groups and project teams to bring about business efficiencies, development and change
• 19. Manage the delivery of the Immunisation Programme at a local level and provide leadership and support to achieve high uptake rates
• 20. Develop and maintain relationships with all relevant stakeholders to ensure seamless programme delivery
• 21. Monitor uptake and identify inequalities in immunisation programme uptake, 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.

Staff Management (Sole management off all staff within the area, including clinical staff for rota and operational purposes)

• 22. Develop and motivate a team that is responsible for the Immunisation Service provision, ensuring the clarity of remit and responsibility is understood to enable the effective administration of clinical activities
• 23. Line manage the administration team within the area of responsibility, delegating work responsibilities and monitoring performance to ensure standard operating procedures are met
• 24. Supervise and manage areas of work undertaken by Administration Coordinators as required, offering advice and leadership where appropriate to both teams and individual members of staff
• 25. Maintain and update staff records for the Operations Manager eg holiday, sickness, expenses
• 26. To be responsible for managing recruitment and selection; absence, grievance and disciplinary matters in line with Intra Health policy and procedure

Information Resources

• 27. Ensure information and activities undertaken with schools, parents and children is recorded in an accurate and timely fashion using manual or computer systems as appropriate
• 28. Accurate information about Immunisations is recorded to ensure retrieval of information for monitoring and auditing processes
• 29. Maintain confidentiality of information relating to children, parents and staff
• 30. Take necessary precautions when transmitting information
• 31. Respond to and elevate risks, incidents and concerns including the completion of incident reports to enable actions and lessons learnt to be implemented within the work area

Financial and Physical Resources

• 32. Authorised signatory for locality timesheets, expense and mileage claims
• 33. Ensure controlled stationery
• 34. To handle petty cash claims as needed to support the functions of the work area
• 35. The sourcing and ordering of goods in line with best practice. Keeping records of orders for the purpose of reconciling information with and validating invoices.
• 36. Maintain, monitor and create inventories where appropriate office and clinical equipment
• 37. To ensure appropriate storage, disposal and management of clinical and non-clinical waste and products in line with IntraHealth policy.

Confidentiality Attention is drawn to the confidential nature of information collected within the Immunisation Service. The unauthorised use or disclosure of patient or other personal information is a dismissible offence and in the case of computerised information could result in prosecution for an offence or action for civil damages under the Data Protection Act.

Personal/Professional Development

• 38. The post-holder will participate in training programmes as part of their personal and professional development
• 39. Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

• 40. Alert other team members to issues of quality and risk
• 41. Assess team performance and take accountability for actions
• 42. Contribute to the effectiveness of the team by reflecting on own and team activities to improve and enhance the team's performance
• 43. Work effectively with individuals in other agencies to meet the needs of the service
• 44. Effectively manage own time and teams workload