Senior Administrative Assistant - Immunisation Team

Transformationunitgm; Gloucester; On-site; GBP 24,000 - 26,000; Part time

Job summary

A leading healthcare provider in Gloucestershire is seeking a Senior Administrator to join the Immunisation Team on a part-time basis. The successful candidate will coordinate various administrative tasks and provide support to ensure high-quality service delivery. This role requires excellent communication skills and the ability to manage a demanding workload effectively, with opportunities for professional growth.

Benefits

27 days leave plus bank holidays

Generous NHS pension

Access to training and development opportunities

Flexible working options

Recognition and long service awards

Qualifications

• Proven administration skills and experience.
• Experience in a Customer/Business environment.
• Good knowledge of administrative policies and procedures.

Responsibilities

• Manage and coordinate administrative tasks for the Immunisation Team.
• Liaise with senior managers and clinical team members.
• Ensure accuracy and confidentiality of data.

Skills

Communication skills

Organisational skills

IT literacy

Education

ECDL or equivalent

Tools

Microsoft Office

Job description

Main area CYPS Immunisation Team Grade Band 3 Contract Permanent: 22.5 hours per week 8:00 am until 8:00pm Mon - Sat to meet the needs of the Service Hours Part time - 22.5 hours per week (Monday - Friday 08:00 - 4:00pm with the occasional Saturdays to meet Service Needs) Job ref 327-25-503

Employer Gloucestershire Health and Care NHS Foundation Trust Employer type NHS Site Edward Jenner Court Town Gloucester Salary £24,625 - £25,674 per annum (pro rata) Salary period Yearly Closing 09/07/2025 23:59 Interview date 21/07/2025

Band 3

We love what we do and we think you will, too!

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and in a range of other locations across the county .

We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care . We put people at the heart of our services, focusing on personalised care by asking ‘what matters to you ’.

We’re passionate about making sure that everyone can contribute to achieving our mission and w e are continually working to support healthy and happy high-quality team s in all areas of the Trust .

Our application process aims to understand each candidates knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.

It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us .

Job overview

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 a motivated individual to join the team on a part time, basis over 3 workings days.

The Gloucestershire Immunisation Administrative Team are looking for a reliable, well organised, flexible and highly motivated individual(s) 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.

Main duties of the job

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.

Working for our organisation

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.

Detailed job description and main responsibilities

• 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.

Person specification

Qualifications

• ECDL or equivalent

Experience

• Proven administration skills and experience
• IT literate, experience in typing/word processing and data entry
• Previous experience within a Customer /Business environment

Professional.Managerial/Specialist Knowledge

• Knowledge of Administrative and Organisational Policies, Process and Procedures
• Good working knowledge of Microsoft Office packages including Outlook, Word and Excel
• Knowledge in data collection for audits, surveys and performance monitoring inputting and retrieving data as required
• Knowledge of RiO, Systm1 and NIVs
• Knowledge of Web Based Applications

When joining us, as well as becoming part of a team that makes a difference, we also offer:

• Free car parking at many of our sites
• 27 days leave plus bank holidays, increasing up to 33 days with long service
• A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
• A multi-professional preceptorship programme for all Newly Qualified; Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
• Generous NHS pension and enhanced pay when if you work unsocial hours
• Flexible, family friendly and agile working opportunities
• Recognition and long service awards
• Fast Track physiotherapy
• Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.

Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date. Good luck with your application.

For more information please see the attached 'Additional Information for Applicants' document.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.