Immunisation Admin Coordinator

IntraHealth are recruiting an Immunisation Admin Coordinator to lead area Immunisation and Vaccination Teams in delivering the Vaccination Programmes in Secondary and Primary schools across Derbyshire. The Coordinator is responsible for the performance of their locality team, managing staff, analysing performance and providing feedback, guidance and encouragement throughout the Flu programme in order to meet service objectives. The successful candidate will be an enthusiastic and motivated self-starter, with excellent managerial, organisational, communication and interpersonal skills. Travel to schools within the region is integral to the role, therefore a clean driving licence and access to a vehicle is essential, as is business insurance.

The successful applicant for this post will be joining us at a particularly exciting time as we develop and expand our service and in return you will enjoy a competitive salary and opportunities for personal and professional development.

Main duties of the job

• The purpose of the Immunisation Admin Coordinator is to provide support and leadership to the Flu Programme and all personnel in their locality, acting as the first port of call for all queries and any issues which need resolving under indirect supervision of the Immunisation Nurse Lead/Operations Manager.
• The Immunisation Coordinator will have effective line management for staff within their locality, working closely with and supporting the Clinical Lead/Operations Manager during the Flu Programme.
• You will provide direct support to the Immunisation Nurse Lead to ensure that immunisation programmes meet the needs of all eligible people; are provided to the highest levels of quality, safety and efficiency; meet minimum standards and strive for excellence; ensure equity of access and uptake.
• In collaboration with the Operations Manager you will implement plans to support the delivery of the Immunisation programme.
• You will be expected to be responsible for a defined locality and act as the key liaison person.
• This will require you to undertake all clerical and administration duties applicable to the Immunisation Service and work collaboratively with the Nursing Immunisation Team to meet the needs of the service, following policy and procedures.

About us

IntraHealth is one of the UKs leading providers of NHS Primary and Community Care services. We serve a range of patients across our three divisions of Primary Care (general practice), Pharmacy and Clinical Services which includes anticoagulation monitoring, patient medication reviews and childhood immunisation programmes. We also provide management and clinical support to other GP practices and NHS bodies. We are a well-established organisation having provided NHS services since the company was founded in 1999. Our team is made up of GPs, Advanced Nurse Practitioners (ANPs), nurses, pharmacists, Health Care Assistants (HCAs) and local administration teams supported by a centralised back office function; providing finance, HR, administration and data analysis support.

We operate NHS services across the North East, North West and Yorkshire.

Job responsibilities

• In collaboration with the Operations Manager you will implement plans to deliver the Immunisation programme.
• To lead and manage the clerical and administration duties of the immunisation team to ensure a high standard of service.
• To ensure/participate in the recruitment, selection, induction, training and ongoing performance management of members of the immunisation team.
• Receive, assist and direct parents and carers in accessing the appropriate information or guidance they require. Resolve queries/problems from schools, parents, carers and associated staff.
• Supervise and coordinate staff in the locality, make sure staff are supported appropriately to ensure the locality is effective, providing practical help in solving day to day issues.
• Maintain school and staff rotas to ensure capacity and geographical spread across the locality.
• Coordinate the consent form process: co-ordinate staff for drop-off and collection from schools, and Triage.
• Coordinate the data entry process following vaccination sessions and the process for informing GPs and other relevant parties in line with contractual obligations.
• Control resources and vaccinations within agreed hours and provide weekly updates on the management of the locality to the Operations Manager and other relevant parties.
• Ensure maintenance of the Cold Chain is adhered to throughout the process within the locality.
• Attend Flu Group Meetings, Head Teacher meetings and similar events within the locality.
• Be part of the "surge" capacity when required e.g. catch up campaigns.

Communication and key working relationships

• Support the Immunisation Nurse Lead and Operations Manager to ensure that all elements of the immunisation programme for which you have responsibility are properly commissioned in your locality.
• Establish and maintain effective lines of communication with the team, delegate and distribute work and monitor the activities of the team.
• Work closely with and support Immunisation Coordinators in other localities as appropriate.
• Support the preparation and delivery of immunisation reports to other relevant stakeholders.
• Communicate effectively with parents, carers and teachers, recognising the needs for alternative methods of communication.
• To represent IntraHealth in a manner befitting the image of the organisation.

Immunisation Coordination

• Coordinate the delivery of the Immunisation Programme at a local level and provide leadership and support to achieve high uptake rates.
• Develop, agree, implement and adjust staff activities as needed to ensure administrative responsibilities are met, monitoring quality and throughput of work to meet deadlines and standards.
• Authorised signatory for locality timesheets, expense and mileage claims.
• Line manage the administration team within the area of responsibility, delegating work responsibilities.
• Ensure levels of basic stock are available at all times and take responsibility for ordering vaccinations and any other stock needed for vaccination sessions.
• Develop and maintain relationships with all relevant stakeholders to ensure seamless programme delivery.
• Coordinate equipment and resources effectively to reduce waste and promote cost efficiency.
• Ensure the collation and analysis of information on the consents and immunisation uptake in the locality is current and accurate.
• Monitor uptake and identify inequalities in immunisation programme uptake within the locality, and work with the Operations Manager to develop and implement plans to reduce inequalities and ensure that the population have access to high quality immunisation programmes.

Information Process and Quality

• Ensure accurate recording of information and activities undertaken with schools, parents and children in an accurate and timely fashion using manual or computer systems as appropriate.
• Input accurate information about Immunisations to ensure accurate retrieval of information for monitoring and auditing processes.
• Maintain confidentiality of information relating to children, parents and staff.
• Take necessary precautions when transmitting information.
• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
• Work effectively with individuals in other agencies to meet the needs of the service.
• Effectively manage own time and workload.

Health, Safety and Security

• Use and encourage others to be familiar with the personal security systems within the workplace.
• Understand and apply the principles of the cold chain.
• Ensure appropriate management of vaccinations including safe storage, rotation and disposal of vaccines, and drugs within area of responsibility.
• Be aware of statutory child health procedures, and statutory local guidance and referral criteria.
• Know the health and safety policies and procedures within the workplace, including fire procedures, maintaining documentation, monitoring and maintaining of equipment and furniture within the area of responsibility.
• Use the computer monitor safely.
• Be able to identify the risks to health of microbiological and chemical hazards within the working environment according to the Control of Substances Hazardous to Health.

Other duties

• Undertake general admin tasks e.g. dealing with items of correspondence, telephone messages, enquiries and filing.
• Provide support to team members as required.
• Ad hoc tasks to meet the needs of the business.
• Comply with mandatory training requirements and maintain training record.
• Comply with requirements for data protection.
• General housekeeping of the office and management of deliveries and supplies to support contracts. Some manual handling may be required, in line with our Moving and Handling policy. Mandatory training on Manual Handling is required.

Person Specification

Qualifications

• Good level of general education or experience equivalent to 5 GCSEs at Grade C or above (including Maths and English).

Experience

• Essential: Experience of working in a supervisory administrative role, coordinating projects, multi-disciplinary working, engaging, motivating and leading individuals and teams.
• Desirable: Experience of delivering immunisation programmes, knowledge of immunisation programmes, the impact on public health and the national and local agenda, experience working on Clinical Computer systems.

Attitudes

• Essential: Capacity to work calmly under pressure and to deadlines, conscientious, attention to detail, self-starter, flexible and proactive attitude, enthusiasm for the role, flexible approach to work, in line with the needs of the service, such as evening or weekend working as necessary, able to work as part of a team.

Skills and Abilities

• Essential: Effective communicator, proficient in the use of computerised systems (Microsoft Word and Excel) to a level to enable the production of high standard of work, demonstrable team working skills, very good interpersonal skills, ability to manage and prioritise a varied workload and meet service deadlines.
• Desirable: Process management, demonstrate an understanding of the data protection act and patient confidentiality, clinical and information governance and Caldicott requirements.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name: Intrahealth Ltd

Address: Intrahealth Offices, Derbyshire, DE55 7DQ