Senior Administrative Assistant - Immunisation Team

Gloucestershire Health and Care NHS Foundation Trust; Gloucester; On-site; GBP 13,000 - 20,000; Part time

Job summary

Gloucestershire Health and Care NHS Foundation Trust is seeking a part-time Senior Administrator (22.5 hours per week) to join the Immunisation Administrative Team in a busy office environment. The role demands reliability, organisation, accuracy and the ability to handle confidential information with discretion.

You will work independently and as part of a team, coordinating administrative tasks, managing data and supporting safeguarding processes while liaising with senior managers and

Qualifications

• Proven administrative experience, preferably in healthcare.
• Excellent communication and liaison skills with senior managers and clinical teams.
• Ability to plan, coordinate and manage a demanding workload to meet deadlines.
• Confidential handling of sensitive information with accuracy and discretion.

Responsibilities

• Proactively manage and coordinate administrative tasks to ensure accurate data for CYPS and reporting requirements.
• Respond to information requests from patients, health professionals and other agencies following corporate standards.
• Liaise with stakeholders to promote coordination and delivery of the School Aged Immunisation Programme.
• Input and update data in the immunisation web-based tool and electronic records.
• Support safeguarding processes within the Public Health Nursing team and provide supervision where required.
• Ensure communications are accurate, timely and well presented to corporate standards.
• Provide cover for other administrative staff and assist in audits and performance monitoring.

Job description

This post is part time, 22.5 hours per week.

Are you a Senior Administrator looking for a varied and challenging role then we may be the team you are looking to join. We are looking for motivated individuals to join the team on a permanent basis to work in our busy office environment.

The Gloucestershire Immunisation Administrative Team are looking for reliable, well organised, flexible and highly motivated individuals to provide a comprehensive administration service to the Immunisation Team. You will need to be conscientious, with the ability to work under pressure, plan and coordinate a demanding workload in order to meet strict deadlines. The nature of the work requires accuracy, sensitivity and confidentiality.

Previous applicants need not apply.

Excellent communication skills are essential as is the ability to liaise with senior managers, clinical team members and people at all levels. The successful applicant should have robust computer skills and have the ability to learn new skills and processes. A common sense approach to work is important as well as having the ability to handle sensitive and confidential information in a professional manner at all times. You will also be able to work on your own initiative and as part of a team with a positive and solution-focused attitude.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

• To proactively manage/coordinate administrative tasks to ensure that accurate data is available to CYPS both for clinical purposes and reporting requirements.
• Respond to requests for information from patients, health professionals and other agencies following corporate standards.
• To proactively liaise with all stakeholders assuring the promotion, coordination and delivery of the of the School Aged Immunisation Programme.
• To process and input data within the immunisation web based tool.
• To support the Public Health Nursing team in the delivery of safeguarding processes.
• To provide supervision and support in accordance with the Trust's Supervision Policy.
• Provide and receive confidential and supportive information from staff, clients, their carers and the general public and take the appropriate action to ensure their satisfaction.
• Respond to requests for information following corporate standards.
• To ensure all communications are accurate, timely and well presented as per corporate standards.
• To work as part of a team providing administrative support to assist the CYPS Immunisation Team.
• To update and access electronic patient records with client information and changes to patient details.
• Act as key administrative contact for all stakeholders.
• To provide cover for other administration staff in their absence or as required.
• Assist in data collection for audits, surveys and performance monitoring inputting and retrieving data as required.

This role is not eligible for sponsorship as per the Government's UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas