Job responsibilities
Purpose
The post holder will be responsible for providing effective, efficient
and confidential administrative and clerical support to the Immunisation Service
as part of the Children and Family Health Surrey Partnership (CFHS). This role
involves assisting and supporting the Immunisation team in all aspects of the
delivery of the community and school based Immunisation service. Lead
administrator working with CHIS in order that flow of work is understood from
point of delivery to reporting
Principal
duties to include:
comprehensive
administration support to the Immunisation Team
Record
minutes of meeting and distribute effectively
Collation of data i.e. Public Health statistics
Management of band 3 and band 2 administrators
Supporting with organisation and administration of
in house training programme liaising with the Learning and Development team
Development of robust induction and training for
all new administrators band 2 and 3
Development of processes and work streams
Managing audit cycle and information collation,
report writing and submission when appropriate
Support the recruitment process for all vacancies
especially annual nasal flu programme
Organisation of administration offices and
equipment ordering
Scheduling and management of staff rostering
Over sight of e-rostering and EMIS functions
Understanding of budget management and ordering.
co-ordination and support of the statutory and
mandatory training of all staff and assisting with all year round training, i.e
booking, planning venues.
Communication
skills (factor 1)
Provides comprehensive administration support to
the Immunisation Team with a clear understanding of confidentiality and the
need for sensitivity in some circumstances
Communicates
effectively with members of the public and professional colleagues in a form
that is appropriate to them and the situation and consistent with CFHS policies
and procedures. There may be barriers to understanding.
Analytical
and judgemental skills (f3)
Responsible
for collating Public health statistics for the CSM for Immunisations and the
Head of Service as required
Will have a clear understanding of the Immunisation service and
its functions and to be able to respond appropriately to the variety of
concerns and issues.
Escalates
complaints and incidences
Planning
and organisational skills (f4)
Responsible
for the organisation of the administration office, planning, developing and
implementing systems and procedures that ensure that the administration staff
delivers an effective service, within the allocated resources.
Oversees the planning and scheduling of schools for
appropriate vaccine programmes as led by the commissioned Immunisation service.
Supports the Clinical Team Leaders and Clinical
Service Manager with admin requirements
Records minutes/notes at meetings as required and
distributes appropriately
Maintains
high standards of work when working under pressure and understand the
needs/requirements of the service.
Ensures
the opening, logging and organisation of
daily post (paper and electronic) and distribute as necessary.
Ensures
standardised templates are used (CSH/CFHS corporate style) for letters, report
and other documents as necessary.
Continuously
re-prioritises activities using own initiative, in consultation with clinical
staff as necessary,
Responsible
for scheduling and staff allocation to ensure clinics can proceed.
Ensures that room bookings are made for clinics as
appropriate
Oversees schedule planning/cohort update/portal
management/school liaison
Ensures that reminders are sent to school 2 weeks
prior to session
Ensure that the portal is accessed and closed as
set out in the SOP
Ensures given imms information is transferred after
session onto Careplus
Ensures GP reports are generated and sent for
completed session and clinics
Ensures pupils are booked into clinics
Physical Skills (f5)
Advanced
keyboard skills where speed and accuracy are important.
Patient / client care (f6)
Participates
in administering Childhood Nasal Flu as necessary and to undergo appropriate
annual training for this programme.
No
direct responsibility for patient care, but answers queries from parents/carers
and schools, escalating to CTL/CSM as appropriate
Policy
and service development (f7)
Works
in partnership with the team and team leaders to assist with the administrative
systems and tasks required to develop the service
Adheres
to all Policies and Procedures as applicable. May be required to comment on
service policies and procedures.
Financial
and physical resources (f8)
Observes
personal duty of care in relation to equipment and resources used in course of
work.
Oversees
the ordering and maintaining stock of stationery and ancillaries that support
the delivery of the immunisation programme.
Understanding
of budget management and ordering.
Carries
out Fridge checks if required
Receives
vaccines deliveries if required
Responsible
for processing requests for uniform and orders as appropriate
Human
resources (f9)
Responsible
for the day to day supervision of the band 2 and band 3 administrators.
Supports
the training and development of the team administrators including the development
of robust induction and training for all new administrators band 2 & 3
Participates
in the recruitment process for the Immunisation Service administrative staff
Participates
in an annual individual performance review process where objectives will be
agreed, performance monitored and personal development needs discussed.
Participates
in the Performance Development Review of the admin staff.
Attends
all statutory and mandatory training as and when required to do so.
Identifies
own training and development needs and undertakes appropriate
training/education as required.
Participates
in other internal training and attend courses and departmental meetings as
required.
Maintains
an up-to-date knowledge and understanding of local safeguarding procedures
through access to annual training.
Information
resources (f10)
Ensures
accurate and complete records, paper and electronic (Emis), are kept consistent
with CFHS policies and procedures.
Monitors
training records for the team and keeps up to date records of training
undertaken, and renewal dates
Uses standardised templates (CFHS corporate style)
for letters, reports and other documents as necessary, preparing for sign off.
Makes effective use of IT systems, internet,
databases, spreadsheets and filing systems
To ensure that patient confidentiality and data
protection requirements are fully adhered to.
Research
and development (f11)
Collates
relevant information as required by the CSM/Clinical Team Leader
Public
Health statistics -monthly
Manages Audit
spreadsheets and information for the Immunisation service
Freedom
to act (f12)
Is
guided by precedent and clearly defined occupational policies, protocols,
procedures and codes of practice.
Lead
administrator working with CHIS in order that flow of work is understood from
point of delivery to reporting
The
post holder is responsible for planning their own work, prioritising and will
be working unsupervised for the majority of the time, referring as necessary to
the Clinical Service Manager/Clinical Team Leader.
The
post holder is accountable for their own actions.
