Immunisation Admin Team Leader - Cheshire

Integrated Care System; Ellesmere Port; On-site; GBP 30,000 - 40,000; Full time

Job summary

A healthcare organization in Ellesmere Port is seeking an Immunisation Administration Team Leader to oversee the Primary School Immunisation Programme. You will lead staff coordination, manage programs, and maintain communication with schools and parents. The ideal candidate should possess strong leadership abilities, excellent communication skills, and relevant experience in health services. This role comes with the opportunity for personal and professional development within a supportive team environment.

Qualifications

• Experience of leading teams and coordinating individual workloads.
• Knowledge of Immunisation programmes and their impact on public health.
• Experience of managing and engaging individuals and teams.

Responsibilities

• Lead and manage the Immunisation Programme and personnel in the locality.
• Monitor quality and throughput of work to meet priorities.
• Ensure effective communication with stakeholders and service users.

Skills

Effective communicator

Good computer literacy

Interpersonal skills

Team working skills

Ability to manage multiple priorities

Tools

Microsoft Word

Microsoft Excel

Job description

Are you a committed individual who enjoysdelivering great service through getting the best out of people? Then you couldbe the right person to lead our Immunisation Administration Team in Cheshire.

The Immunisation Administration Team Leaderwill lead and co-ordinate the Primary School Immunisation Programme in Cheshire and all personnel in the locality to ensure administrativeresponsibilities are met, monitoring quality and throughput of work to meetpriorities, deadlines and standards. Youwill be the key liaison person, coordinating staff rotas and school vaccinationsessions, handling telephone calls from schools/parents/carers, communicatingwith stakeholders and supporting the nurse-led immunisation sessions in primaryschools.

Candidates must have experience of leadingteams and coordinating individuals workloads against project deadlines. We require enthusiastic and committedindividuals who will be expected to work as part of the team with excellent communicationand interpersonal skills.

Main duties of the job

The purposeof the Immunisation Administrative Team Leader is to lead and manage theImmunisation Programme and all personnel in their locality (increasing in sizeevery year ), to ensure administrative responsibilities are met, monitoringquality and throughput of work to meet priorities, deadlines and standards. TheTeam Leader is the main point of contact at the locality office responsible forthe day to day running of the office and has responsibility for all staff andtheir H&S, supported by an Operations Manager (who may not be office basedevery day). Indirect supervision of clinical staff will be provided by theImmunisation Nurse Lead.

About us

IntraHealthis 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 includesanticoagulation monitoring, patient medication reviews and childhoodimmunisation programmes.

Wealso provide management and clinical support to other GP practices and NHSbodies. We area well-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, Pharmacy Technicians, Health Care Assistants(HCAs) and local administration teams supported by a centralised back officefunction; providing finance, HR, administration and data analysis support.

Weoperate NHS services across the North East, North West and Yorkshire.

Job responsibilities

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.

Communication and key working relationships

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.

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 escalate 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

The post-holder will strive to maintain quality within the Immunisation Service, and will:

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

Person Specification

Skills and Abilities

• Effective communicator, with the ability to liaise appropriately at all levels
• Able to juggle and prioritise multiple priorities
• Good computer literacy and keyboard skills
• Demonstrable team working skills
• Very good interpersonal skills
• Ability to manage and prioritise a varied workload and meet service deadlines
• Ability to work Autonomously and make appropriate decisions
• Process management
• Demonstrate an understanding of the data protection act and patient confidentiality, clinical and information governance and Caldicott requirements.

Experience

• Knowledge of Immunisation programmes, the impact on public health and the national and local agenda
• Experience of managing, engaging and coordinating individuals and team
• Experience of coordinating projects
• Proficient in the use of computerised systems (Microsoft Word and Excel) to a level to enable the production of high standard of work
• Experience with spreadsheets & data analysis
• Experience of multi-disciplinary working
• Experience of delivering immunisation programmes
• Experience working on Clinical Computer systems

Personal Qualities

• Capacity to work calmly under pressure and to deadlines.
• Flexible and proactive attitude
• Enthusiasm for the role
• Flexible approach to work, in line with needs of service such as evening or weekend working as necessary
• Accountability for own decisions & actions.

Other Requirements

• Comply with mandatory training requirements and maintain training record
• Comply with requirements for data protection
• Car driver with current and valid UK driving licence

Qualifications

• Substantial experience

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.