Senior Administrative Assistant - Immunisation Team in Gloucester

Band 3

Main area CYPS Immunisation Team Grade Band 3 Contract Permanent Hours Part time - 22.5 hours per week (Monday - Friday 08:00 - 4:00pm with the occasional Saturdays to meet Service Needs) Job ref 327-26-675-A

Site Edward Jenner Court Town Gloucester Salary £25,760 - £27,476 per annum (pro rata) Salary period Yearly Closing 11/11/2026 23:59 Interview date 16/11/2026

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

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.

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.

To support compliance with UK immigration requirements, all applicants who require a visa to work in the UK must disclose their visa history in full. This includes current and previous sponsors, dates of sponsorship, visa category, and any changes of employment. If you are on a Graduate or Dependant Visa, please disclose the expiry date on your application. Incomplete information may mean we are unable to consider your application

Person specification

Qualifications

• NVQ Level 2 in Business Administration or equivalent experience

Experience

• Proven administration skills and experience




• Previous experience within a Customer /Business environment

Professional.Managerial/Specialist Knowledge

• Knowledge in data collection for audits, surveys and performance monitoring inputting and retrieving data as required




• Knowledge of RiO, Systm1 and NIVs

Personal Skills Abilities and Attributes

• Ability to work as part of a team. Effective Organisational skills of self and others within the team.




• Ability to prioritise and manage time effectively and ability to work to deadlines

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.

If you are aged 16-30, you may be eligible for financial and pastoral support from the King’s Trust, with who we are in partnership with to support your first 6 months in role. We will pass on your details to the King’s Trust who will be in touch with you if you are eligible. If you would rather not be contacted, please let us know.

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

Good luck with your application.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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