Job summary
Band 2 Administrator (Flu Immunisations) in South West Surrey(boroughs of Waverley and Guildford)
This is an exciting opportunity to work within Primary & Secondary schools throughout Surrey to support the delivery of the school-based flu immunisation programme. We ask that you have a passion for teamwork and an interest in working with children. At the schools you will be supervised by a team of registered nurses and act as the administrator for the school session; this may include the collection of session equipment from your allocated base. You will also be expected to have experience within a busy administrative environment and have good communication skills.
We are looking for enthusiastic individuals to work withinour school-based immunisation team, based at locations across the South-West ofSurrey, to support with the delivery of the school based 2024 flu vaccinationprogramme.
1. Must be available to work between 15 and 25 hours per week,between 9am and 2pm
2. Fixed Term (14 week) Contract 9th September 2024 to 13thDecember 2024
3. Must have business use on car insurance.
4. Flexible to travel to various schools and bases withinSurrey with main base to be set at location convenient to the team and theemployee.
Main duties of the job
Please see the attached job description and personal specification formore details and requirements for the role
About us
CSH Surrey are part of the NHS and are Surreys largest and longest established NHS community services provider, so our 1500+ employees get NHS pay and pensions, and also receive the Fringe High-Cost Allowance of 5%.
Our staff enjoy excellent training and development opportunities, including the care certificate, apprenticeships, numeracy and literacy courses, access to the Nursing Associate programme, and a wide variety of management and leadership courses and programmes.
We CARE about our staff though through our values of Compassion, Accountability, Respect and Excellence. Our active employee council called The Voice, elect employee representatives to ensure colleagues' voices are heard at Board level.CSH is a diverse organisation, if you are a passionate, person-focused individual then apply to join CSH Surrey today!
We welcome candidates from all backgrounds who meet the essential criteria of the job you are applying for and if you require any reasonable adjustments, please contact the named individual for this advert, or our recruitment team.
Job description
Job responsibilities
Purpose
To provide administration support to the school immunisationprogramme in Surrey, this includes organisation of school-based immunisationsessions within the office and school sessions.
Principal duties to include:
5. Provide a high-quality efficient administration servicewithin the school immunisation team to deliver a wide range of administrationservices to support the delivery of the school-based immunisation service
6. Attending school-based sessions providing an initial pointof contact for students and school staff.
7. Competent use of a variety of computer systems for themaintenance of departmental/patient records, data and statistics as required byclinical services.
8. Maintain a general knowledge base of services and activitiesdelivered within the school-based immunisation service.
9. Management of personal emails and assisting with retrievingmessages from administration and clinical team telephone answer machines, asagreed and forward to the appropriate person via a range of transmissionoptions based upon the urgency and type of response required to the enquiry.
10. Provide admin support at the school sessions, this includesbut is not limited to, transporting clinical/non-clinical equipment/materials,set up, ensure paperwork is available (including withdrawal forms), liaisingwith school, check-in process and crowd control
11. Support the smooth day to day function of the immunisationteam including setting up of clinic rooms
12. Participate in the preparation of clinical documentation,ensuring immunisation consent forms are available to clinicians, as appropriateliaising with clinicians, GP surgeries etc. for patient information. Track andmaintain records and referral letters in line with policy and procedures.Prepare school clinic lists as required.
13. Monitor supplies of clinical paperwork, stationary etcwithin immunisation team that is used on a daily basis and maintain appropriatelevels to meet clinicians needs.
14. To take responsibility of own delegated workload and supportcolleagues as and when needed to ensure workflow is not disrupted. Prioritiseadmin tasks in order of urgency and recognise when there is a need to requestadditional guidance and support from administration colleagues.
15. Contribute to policy reviews within own area ofresponsibility and implement new policies and procedures.
Communication skills (factor 1)
16. Establishes and maintains effective communication withcolleagues
17. Builds relationships with school staff
18. Liaises with GP surgeries as appropriate
19. Builds relationships with Immunisation nurses and passes onclinical queries to them
20. Ability to manage calls from parents and the public whichmay include managing sensitive issues and emotive language
Analytical and judgemental skills (f3)
21. Prioritises own work to meet team deadlines and prioritiesfor Children and Family Health Surrey.
Planning and organisational skills (f4)
22. Provide the day-to-day administrative activities to supportthe clinical services operating within schools. Including patient dataprocessing, cleansing, typing, data entry, filing, photocopying, scanning etc.,as agreed and required.
Patient / client care (f6)
23. Provides administrative support to the nurses to facilitatesessions, assisting to support pupils with their level of anxiety andco-operation. The role includes contact with both school staff and parentsregarding any non-clinical issues.
Policy and service development (f7)
24. Participates in team meetings and contributes toimprovements to service delivery
Financial and physical resources (f8)
25. Undertake delegated tasks to manage the shared siteresources smoothly and efficiently.
26. Action any office equipment repair requests, ,photocopiers.
27. Check deliveries and either distribute to services or placein storerooms as required, always maintaining a safe environment.
28. Respond to problems within the site including cleaning,property maintenance issues, clinical and non-clinical waste collection andother essential services.
29. Report any non-clinical accident or incident involving adminpersonnel or a member of the public is in line with the CFHS policy, completingdocumentation in the correct time frame. Alert the Senior Administrator orAdministration Manager to any risks that need urgent attention.
30. Check vaccine fridge temperature and condition
31. Take delivery of vaccines and store in fridges
32. Monitor levels of stationery, office supplies and clinicalequipment and materials to meet administration and immunisation team needs,alerting the Senior Administrator/CTL when new stock required, and ensure thatstocks are stored securely.
33. Assisting with the ordering of supplies when required
34. Report all estates repairs required in line with the estatesprocedure
35. Be aware of the emergency planning and business continuitypolicies and plans and comply with the prescribed actions detailed within inthe event of an emergency/significant event.
Human resources (f9)
36. Identify and take responsibility for own learningrequirements in line with role.. Maintain and continually advance own knowledgeof and skills in using Microsoft Office software packages, as required forrole, keeping up to date with relevant developments in administrative systemsand processes and clinical services.
37. Participate in the performance development review process.
38. Participate in on the job training, as required.
39. Attend and gain a required standard of knowledge in allrelevant training to be offered before going out to school sessions (if servicerequires)
40. Attend statutory and mandatory training to maintaincompliance.
41. Support a learning culture by learning lessons from mistakesand near misses
42. Support with induction training for new staff anddemonstrate own activities to less experienced administrators supporting andassisting them to undertaking the roles successfully.
Information resources (f10)
43. Input, retrieve, monitor and manage data from a variety ofIT systems, liaising with internal and external colleagues to ensureefficiencies in service delivery.
44. To develop an extensive knowledge of the immunisationconsent system (Cinnamon)
45. Prepare paperwork for the immunisation session
46. Finalise session paperwork and scan into the computer systemincluding vaccine carrier logs and temperature sheets.
47. The administration role will require the competent use of avariety of computer systems for the maintenance of departmental/patient recordsand data and statistics as required by clinical services.
Research and development (f11)
48. Complete and report outcomes of audits of site basedequipment, estate and services received as requested, to support contractmonitoring and quality standards under CQC and other regulations
Freedom to act (f12)
49. To work as part of a specific clinical team, under thedirect supervision of a suitably qualified nurse.
50. Provide cover at own or other sites within business unit, ifrequired to do so.
51. Adhere to all CFHS policies and procedures in the completionof roles.
52. This job description is subject to review and developmentfrom time to time in liaison with the post holder. As an employee of CentralSurrey Health Ltd you will be required to adhere to all the organisationspolicies and procedures
Person Specification
Qualifications
Essential
53. GCSE grade A to C in English and Maths
Experience
Essential
54. Experience in delivering a range of administration tasks to a high standard.
55. Experience of working in a team
56. Ability to act on own initiative within policies and procedures, referring to manager as required
57. Basic Microsoft Office including Word, Excel, Outlook
Desirable
58. Experience in an school environment