Immunisation Admin Team Leader - NottinghamshireNHS

Job summary

Are you a committed individual who enjoys delivering great service through getting the best out of people? Then you could be the right person to lead our Immunisation Administration Team.

The Immunisation Administration Team Leader will lead and co-ordinate the Primary School Immunisation Programme and all personnel in the locality to ensure administrative responsibilities are met, monitoring quality and throughput of work to meet priorities, deadlines and standards. You will be the key liaison person, coordinating staff rotas and school vaccination sessions, handling telephone calls from schools/parents/carers, communicating with stakeholders and supporting the nurse-led immunisation sessions in primary schools.

Candidates must have experience of leading teams and coordinating individuals workloads against project deadlines. We require enthusiastic and committed individuals who will be expected to work as part of the team with excellent communication and interpersonal skills.

Main duties of the job

The purpose of the Immunisation Administrative Team Leader is to lead and manage the Immunisation Programme and all personnel in their locality (increasing in size every year ), to ensure administrative responsibilities are met, monitoring quality and throughput of work to meet priorities, deadlines and standards. The Team Leader is the main point of contact at the locality office responsible for the day to day running of the office and has responsibility for all staff and their H&S, supported by an Operations Manager (who may not be office based every day). Indirect supervision of clinical staff will be provided by the Immunisation Nurse Lead.

Job description

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 deliver the Immunisation programme. You will be responsible for a defined locality and act as the key person. This will require you to supervise all clerical and administration duties applicable to the Immunisation Service, review staff activities as needed to ensure responsibilities are met, and work collaboratively with the Nursing Immunisation Team to meet the needs of the service, following policy and procedures.

Key Tasks

• (RA sponsor for National spine smartcard identity service)
• (To aid with the mass recruitment process ready for each season. This will include shortlisting, interviews, and new starter tasks.)
• (Complete inductions and training for members of the admin and data entry team.)

1. To lead and manage the clerical and administration duties of the Immunisation team to ensure staff are skilled to deliver the service requirements

2. Establish and maintain effective lines of communication with the team, line management and clinical service to allow for the transfer of information and knowledge

3. To ensure the recruitment, selection, induction, training, and ongoing performance management of staff.

4. Delegate and distribute work and monitor the activities of the team to ensure effective cover and completion of work duties and responsibilities eg. Includes staff rotas, cover arrangement etc.

5. To contribute to the delivery of quality standards, targets and KPIs for the service area by ensuring that through performance monitoring in line with standard operating procedures.

6. To be the point of contact for Schools, Parents and other service users and create, maintain and enhance effective customer relations, both internally and externally, including exchanging information and proactively solving complex problems as required

7. To ensure effective and efficient management of service delivery, dealing with and taking appropriate action in respect of concerns and complaints.

8. Attend Flu Group Meetings, Head Teacher meetings and similar events within their locality

9. Liaise with NHS England for reporting purposes and other Immunisation Project Coordinators to ensure systems and approaches are consistent as appropriate.

10. Be part of the “surge” capacity when required eg. catch up campaigns.

11. 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.

Communication and key working relationships

12. Use a variety of communication skills and to promote and develop these within the team, to present information, develop positive working relationships and manage issues and problems to ensure the smooth administrative service provision

13. Establish and maintain formal and information communication routes with the team to facilitate team briefings, monitoring of performance, mentoring, training and problem solving.

14. You will 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 area.

15. You will provide immunisation reports to the Operations Manager and other relevant stakeholders

16. You will communicate effectively with patients, parents, carers and teachers, recognising the needs for alternative methods of communication

Planning and Organisation

17. 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

18. Contribute ideas and administrative expertise to facilitate continuous improvement of services, this may include participating in work groups and project teams to bring about business efficiencies, development and change

19. Manage the delivery of the Immunisation Programme at a local level and provide leadership and support to achieve high uptake rates

20. Develop and maintain relationships with all relevant stakeholders to ensure seamless programme delivery

21. Monitor uptake and identify inequalities in immunisation programme uptake, 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.

Staff Management

(Sole management off all staff within the area, including clinical staff for rota and operational purposes)

22. Develop and motivate a team that is responsible for the Immunisation Service provision, ensuring the clarity of remit and responsibility is understood to enable the effective administration of clinical activities

23. Line manage the administration team within the area of responsibility, delegating work responsibilities and monitoring performance to ensure standard operating procedures are met

24. Supervise and manage areas of work undertaken by Administration Coordinators as required, offering advice and leadership where appropriate to both teams and individual members of staff

25. Maintain and update staff records for the Operations Manager eg holiday, sickness, expenses

26. To be responsible for managing recruitment and selection; absence, grievance and disciplinary matters in line with Intra Health policy and procedure

Information Resources

27. Ensure information and activities undertaken with schools, parents and children is recorded in an accurate and timely fashion using manual or computer systems as appropriate

28. Accurate information about Immunisations is recorded to ensure retrieval of information for monitoring and auditing processes

29. Maintain confidentiality of information relating to children, parents and staff

30. Take necessary precautions when transmitting information

31. Respond to and escalate risks, incidents and concerns including the completion of incident reports to enable actions and lessons learnt to be implemented within the work area

Financial and Physical Resources

32. Authorised signatory for locality timesheets, expense and mileage claims

33. Ensure controlled stationery

34. To handle petty cash claims as needed to support the functions of the work area

35. The sourcing and ordering of goods in line with best practice. Keeping records of orders for the purpose of reconciling information with and validating invoices.

36. Maintain, monitor and create inventories where appropriate office and clinical equipment

37. To ensure appropriate storage, disposal and management of clinical and non-clinical waste and products in line with IntraHealth policy.

Confidentiality

Attention is drawn to the confidential nature of information collected within the Immunisation Service. The unauthorised use or disclosure of patient or other personal information is a dismissible offence and in the case of computerised information could result in prosecution for an offence or action for civil damages under the Data Protection Act.

Personal/Professional Development

38. The post-holder will participate in training programmes as part of their personal and professional development

39. Take responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

The post-holder will strive to maintain quality within the Immunisation Service, and will:

40. Alert other team members to issues of quality and risk

41. Assess team performance and take accountability for actions

42. Contribute to the effectiveness of the team by reflecting on own and team activities to improve and enhance the team’s performance

43. Work effectively with individuals in other agencies to meet the needs of the service

44. Effectively manage own time and teams workload

About us

IntraHealth is one of the UKs leading provider 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, Pharmacy Technicians, 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.