Senior Administrative Assistant - Immunisation Team

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.

Job description

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.

Job 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 Trusts 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 Governments UK VISA and Immigration Rules and Regulations. For moreinformationplease visithttps://www.gov.uk/browse/visas-immigration/work-visas

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

About the 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.

Person specification

Qualifications

Essential

• GCSE level in Mathematics & English (or equivalent)
• NVQ Level 2 in Business Administration or equivalent experience

Experience

Essential

• Proven administration skills and experience
• Previous experience within a Customer /Business environment

Professional.Managerial/Specialist Knowledge

Essential

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

Desirable

• Knowledge of RiO, Systm1 and NIVs

Personal Skills Abilities and Attributes

Essential

• 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

Supporting documents

• Senior Administrative Assistant JDPS.pdf (PDF, 313 KB)