Immunisation Administrator

Band 3
Job summary
To provide comprehensive administrative duties, including the use of System One while providing administrative support and facilitating immunisation clinics, focusing on BCG vaccinations for infants and young children across Sussex.
Liaising with clinical services and other departments to support the running of the service, both internal and external, observing strict confidentiality and maintaining accurate records.
The provision of general administrative and secretarial support to the Immunisation Team, using excellent organisational, clerical and communication skills. To provide non-clinical advice, information to patients/clients and relatives when necessary about upcoming services and clinics.
To undertake surveys or audits as necessary to own work incorporating patient satisfaction surveys.
Main duties of the job

Assist in organising the immunisation sessions and gathering required consent forms prior to the programme commencing.

Collect, collate and report routine data and information.

Maintain an online diary/clinic schedule system for the Team.

Maintain various data bases for the Team.

Processes and maintains patient data on computerised patient records whilst sharing information where appropriate with other health agencies.

Assist with the induction of new members of staff by advising of admin processes

To deal with all telephone enquiries effectively, ensuring a prompt, accurate and polite response, acting on own initiative when necessary and appropriate.

Arrange immunisation sessions on a regular basis as per the immunisation time table, including booking rooms.

Open mail, sort and re-direct as necessary, including fax and email communication, drafting a response as directed.

To order supplies, equipment and leaflets as required for clinics, immunisation campaigns and public health campaigns, liaising with administrative staff as necessary.

To undertake any other duties at the request of the line manager which are commensurate with the role, working across bases as required.

Exercise judgement when dealing with client enquiries.

About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
Why work for us?

• Positive 2023 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
• Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
• Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
• Excellent training and development opportunities
• Research opportunities
• Cost-effective workplace nurseries in Crawley, Hove and Brighton
• Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
• Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
• Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
• Located in stunning Sussex, with easy access to the South Downs and the coast
• Access to a wide range of benefits and discounts for NHS staff

Job description
Job responsibilities

To administrate and facilitate clinics arranged for the Immunisation Service, across the Sussex portfolio.

Ability to work under a SOP (Standard Operating Procedure).

To attend meetings, relevant study days, multi-disciplinary and multi-agency meetings, when appropriate.

Assist with packing and loading of vaccines at bases when required which can be occasional early mornings. Predominantly you will have core hours but flexibility is paramount.

Organise and prioritise own administrative workload, resolving conflicting time pressures and schedules, seeking support where required.

Organise agendas, take notes and collate all relevant papers relating to meetings and/or appointments and ensure their availability at the correct time and follow up action plans as necessary.

Arrange immunisation sessions for the team. Contact parents for appointments by letter, text or phone and re-book as necessary.

Issue and monitor return of immunisation information to the patient and their families and updating their GP as necessary.

Maintain an efficient and accurate centralised filing system both paper and electronic, which ensures easy access to files and information as and when required.

Management of archiving of records at appropriate times, and according to the record management policy.

Adopt a flexible attitude to take account of the changing needs of the service and respond accordingly.

To provide flexible operational support to the team and cover for annual leave/sick leave.

To assist and pro-actively support the team in managing the complex workflow of administration processes.

To draft responses for routine correspondence and where appropriate responding without reference to Managers.

To manage a comprehensive and up-to-date electronic filing and retrieval system.

To deal appropriately with correspondence as requested or in the absence of the relevant Manager, deal appropriately with urgent correspondence.

ave an understanding of the cold chain process and be accountable for monitoring the correct temperatures of the vaccines throughout the session.

he post holder will be expected to contribute to service development by suggesting changes for own area of activity.

Person Specification
Qualifications
Essential

• O' Level/GCSE level /equivalent: English and Maths
• Excellent numeric, spelling and writing skills
• Knowledge and confidence using SystmOne

Desirable

• Willingness to expand information technology skills

Experience
Essential

• 2 years relevant administrative and secretarial
• Planning and organisational skills
• Advanced knowledge of Microsoft Office packages, i.e. word processing, spreadsheet and databases skills

Desirable

• Experience of setting up office systems/procedures, experience of working in a health setting
• Excellent keyboard skills, able to produce letters/non routine reports, etc.

Skills and knowledge
Essential

• Planning and organisational skills
• Ability to work as an effective team member
• Full UK driving license and use of car to travel to clinics across Sussex

Desirable

• Ability to arrange clinics appointments
• Flexible and positive approach to work and ability to use initiative

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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Sussex Community NHS Foundation Trust
Address
Brighton General Hospital
Brighton
BN2 3EW
Employer's website
https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)