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NHS Jobs; Basingstoke and Deane; On-site; GBP 21,000 - 25,000; Full time

Job summary

NHS Jobs is seeking an Administration Specialist to support the Vaccination Outreach Service in the UK. You will ensure high-quality admin processes, manage diaries, take formal minutes, and coordinate information flows with internal and external stakeholders to support delivery targets.

The role requires strong IT skills, ability to produce concise reports, and a proactive, team-oriented approach within a healthcare setting. Salary is Band B with standard NHS terms and conditions.

Qualifications

• Educated to NVQ 3 level or equivalent
• Experience of administration and minuting meetings
• Ability to summarise complex information
• Working knowledge of Microsoft Office systems, including Word and Excel
• Able to produce regular reports and summaries
• Ability to work well in teams
• Experience of creating reports and providing information to stakeholders
• Ability to prepare concise communications for senior stakeholders
• Ability to manage conflicting priorities and meet deadlines
• Experience in data collection and database maintenance
• Awareness and understanding of confidentiality
• Desirable qualification in administration
• Experience of healthcare coordination of multiple stakeholders
• Experience of working in Multi-Disciplinary Teams

Responsibilities

• Meet deadlines, collate data and maintain administrative standards
• Coordinate diaries, arrange meetings, take minutes and keep records
• Build relationships with internal and external stakeholders (General Practice, Sirona, VCSE)
• Support Vaccination Outreach Service Manager in day-to-day running
• Set up data collection systems and monitor utilisation
• Assist with reports and presentations for the service
• Ensure governance and confidentiality guidelines are followed
• Maintain risk and issue logs with mitigations
• Adapt to changing priorities and contribute to service improvement

Skills

Own initiative

Communication

Teamwork

Attention to detail

IT skills

Adaptability

Education

NVQ Level 3 / equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Job Purpose

Provide high quality administration services, to ensure effective operationalisation of the Vaccination Outreach Service.

Key responsibilities

Main duties and responsibilities: Meet deadlines, collate data and maintain standards relating to administrative processes for the Vaccination Outreach Service. Work within a team effectively, sharing work where appropriate, flexing capacity to respond to surge requirements of the service. Maintain diaries and arrange meetings, taking formal minutes and keeping appropriate records. Build and maintain good working relationships with a broad range of internal and external stakeholders to develop partner engagement and understanding of the Vaccination Outreach Service, including:

• General Practice
• Sirona
• VCSE organisations

Support the Service Manager in the day to day running of the Vaccination Outreach Service. Coordinate and maintain the actions logs. Identify gaps in information for Vaccination Outreach Service. Maintain necessary documentation to ensure smooth running of the Vaccination Outreach Service. To assist with the compilation of reports and presentations relevant to the work of the Vaccination Outreach Service. Ensure governance and confidentiality guidelines and requirements are fully adhered to, processing all communications appropriately within guidelines. Set up data collection systems, monitor utilisation and escalating any issues to the Vaccination Outreach Service Manager. To support accurate and timely reporting of progress with the provision of performance against targets for the agreed key performance indicators or measures for improvement. Work well as part of a multidisciplinary team and with a wider variety of stakeholders. To keep accurate logs of risks and issues ensuring mitigating actions are agreed with stakeholders and implemented accordingly To embrace change and have a positive can-do attitude and facilitative style Undertake other tasks as identified by the Vaccination Outreach Service Manager.

Line management responsibility Y/N N Responsible to Vaccination Outreach Service Manager Budget Holder N Salary Band B

QUALIFICATIONS AND EXPERIENCE

• Essential Educated to NVQ 3 level in a relevant subject pertinent to this job description or equivalent level of qualification or significant equivalent previous proven experience
• Experience of administration and minuting meetings
• Ability to summarise complex information
• Working knowledge of Microsoft Office systems, including Word and Excel
• Able to produce regular reports and summaries
• Ability to work well in teams
• Experience of creating reports and providing information to a varied group of internal and external stakeholders
• Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required
• Ability to manage conflicting priorities, organising workload effectively and ability to meet deadlines
• Experience in data collection and database maintenance
• Awareness and understanding of confidentiality
• Desirable Qualification in administration
• Experience of working in Health care Coordination of multiple stakeholders and schedules
• Experience of working in Multi-Disciplinary Teams

PERSONAL QUALITIES, SKILLS AND ATTRIBUTES

• Essential Able to work on own initiative with minimum supervision
• Excellent oral and written communication skills, interpersonal skills and relationship building skills
• Ability to work to deadlines, multitask and pay attention to detail
• Able to work effectively within diverse groups and teams
• Excellent IT skills
• Motivated by the provision of high-quality administration and a continuous drive for improvement
• Positive attitude towards innovation and change.
• Adaptable and able to respond to a changing situation.
• A strong sense of self awareness
• Facilitative and supportive style, ensuring commitment and influence across the wider health community
• Flexible approach to work