Job description

Job responsibilities

Job Purpose

As a Vaccination Administrator you will be support work in immunisations, you will work as part of a dynamic team in delivering a safe and effective service for the mass delivery of the COVID-19 vaccinations; and may support with other vaccination programmes.

Main Responsibilities and Duties

• You will be responsible for providing administrative support within a team working in a mass vaccination site, homebound or at another appropriate site. In particular, you will be responsible for:
• Accessing and maintaining accurate patient records, adhering to confidentiality as per 100Folds or the sites policy.
• Providing admin support on the vaccination activity by supporting the immuniser with vaccination delivery and vaccination records.
• Recording vaccination consent and marking completion.
• Ensuring infection and waste control at the vaccination station.

Responsibilities for Direct/Indirect Patient Care

• May be required to provide non-clinical advice.
• Required to work with little supervision.
• Handle difficult conversations (sensitive, language barriers, hostile atmosphere) when needed or escalate to a supervisor.
• Support with marshalling at larger sites.
• Support with carparking marshalling as required.

Role Specific

• Support the vaccinator in the delivery of the vaccination.
• Provide administrative support to the vaccination sites staff.
• Ensure all paperwork has been provided pre-vaccination by the citizen, check identity & confirm vaccine details (type, date, time, dose).
• Maintain, request and transfer confidential patient records, ensuring they are stored in an accurate and secure filing system. Adhere to confidentiality as per the sites policy.
• Prepare citizen for the vaccination (e.g. have their arm ready).
• Direct citizen to the post vaccination waiting area within the Pod.
• Record vaccine stock when removed or returned to fridge and to report low
• Report low vaccine stock to maintain appropriate levels, checking expiry
• Record vaccination event and mark completion; if for any reason the Responsibilities for financial and physical resources vaccination hasnt been completed, record that information along with the reason.
• Coordinate and maintain communication with team members about routine resources, ensuring equipment is maintained in good working order and daily activities including rotas, contacting clinical staff, updating systems and other duties.
• Provide non-clinical advice, information to patients/clients and relatives.
• Assist with data collection activities by ensuring records are up to date. Maintain accurate, clear and legible documentation in all legal records in accordance with the Data Protection Act.
• Check that all equipment is safe and available for use and support with the configuration of the vaccination station
• Assist in ordering, receiving, storing and transporting vaccines in accordance with Management Medicines Policy.
• Responsible for infection and waste control, cleaning and sanitisation of the vaccination area.
• Demonstrate own activities to others when necessary.
• Understand current and emerging factors related to workplace health and the issues facing those working to deliver health services to the UK population.

Responsibilities for Policy and Service Development Implementation

• Follow local and national policies.
• Adhere to infection control procedures.
• Adhere to Professional Code of conduct and maintain own professional development ensuring fit for practice.
• Ensures that all NHS statutory & mandatory training is kept up to date. stock levels for vaccines, stationery and clinical equipment. Attend all mandatory training as needed.
• Respond to queries or escalate to the clinical supervisor. dates and recording wastage.
• Responsible for the safe and effective use of equipment and other reason.
• Responsible for ensuring the adequate supply chain of all consumables.
• Ensure vaccine, stationery and health promotion resources are when necessary. available in immediate work area and monitored appropriately.

Responsibilities for People Operations (Including Training)

• Improve and maintain personal and professional development by participating in continuing professional development activities.
• Undertake mandatory training and any other training relevant to the role as required.
• Participate in clinical and other audits as required.
• Participate in relevant emergency preparedness process for their team.

Responsibilities for Information Resources (Including Systems Access)

• Effectively use IT support systems to enhance direct and indirect care delivery.
• Use of an electronic patient record system.
• Submit accurate and timely activity data as required.

Freedom to Act

• Accountable for own professional actions but guided and supervised by the Operational and Clinical Lead.
• Work within Patient Group Directions or National protocol.
• Escalate queries or problems outside own area of competence to line manager.

Physical Effort

• Manual handling of equipment (e.g. records, vaccination equipment)
• Frequent requirement to exert moderate physical effort (walking, standing up).
• Sit moderate periods when using visual Display Units / writing records / correspondence.
• Lift and carry patient records and equipment daily.

Mental Effort

• Frequent concentration to undertake role.
• Work pattern altering to meet service need and prioritising work issues accordingly with changes faced.

Emotional Effort

• Occasional need to cope with difficult emotional situations
• Work within organisation policies, procedures and guidelines.

Behaviour / Ways of working / Work Approach

• Manage and prioritise own workload.
• Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships.
• Demonstrate appropriate assertiveness and ability to challenge others when the rights of clients and others may be infringed.
• Demonstrate concise, accurate, timely record keeping and ensure that all work carried out is recorded accurately.

Clinical Governance

• Assist in the monitoring and maintenance of the health, safety and security of self and others in work area.
• Assist in the identification and assessment risks in work activities.
• Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
• Practise within the national protocols, training and levels of competence.
• Adhere to all centre policies, procedures and processes.
• Work with team to maintain high standards of cleanliness in the clinical area and a well-maintained department environment

Confidentiality

• Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.
• Maintain an awareness of the Freedom of Information Act.
• In the performance of the duties outlined in this job description, you may have access to confidential information relating to patients and their carers, practice or CIH employees and other healthcare workers. You may also have access to information relating to the practice or CIH as a business organisation.All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice, CIH or 100Fold may only be divulged to authorised persons in accordance with the policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health and Safety

Manage your own and others health and safety and infection control as defined in each of the practices or CIH Health & Safety policy/manual, and the Infection Control policy and published procedures. This will include (but will not be limited to):

• Comply with Practice health & safety policies by following agreed safe working procedures
• Actively report health & safety hazards and infection hazards immediately
• Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination.
• Undertaking periodic infection control training (minimum annually)
• Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines.
• Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients.
• Reporting incidents using the organisations Incident Reporting System
• Using personal security systems within the workplace according to Practice guidelines
• Making effective use of training to update knowledge and skills

Equality and Diversity

• Support, promote and maintain the 100Fold/practice Equality & Diversity Policy.
• No person whether they are an employee, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
• Comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

Supervision & Management

You will be managed by administratively by the Managers and if based in a clinic the Clinical Lead who will oversee their activities. Substantial parts of the post holders work will be undertaken without direct supervision.

Key Contacts and Relationships

Director of Operations

100Fold Central Team

Clinical Lead

Resources

Pinnacle

Working Environment

Homebound

Vaccination Centres

Clinics

GP Surgeries

CIH

Person Specification

Qualifications

Essential

• GCSE English and Maths.
• Educated to NVQ level 3 or equivalent previous proven experience.

Experience

Essential

• Commitment and willingness to undertake learning and development courses as required to ensure competency for role, this will include NHS statutory and mandatory training
• Understanding of Confidentiality and Data Protection Act.
• Experience of administrative role
• Experience of working with the public

Desirable

• Experience of working in Primary Care

Skills, Knowledge and Competencies

Essential

• Good communication skills.
• Communicate relevant information to patients, with empathy and reassurance.
• Ability to work as part of a team and actively participate in team meetings.
• Able to maintain and record accurate documentation of interactions between clients, colleagues and other agencies in the appropriate legal records
• Able to demonstrate professional conduct, preserve clients rights including confidentiality and promote mutual respect amongst colleagues.
• Able to work flexibly and respond to changing demands in workload.
• Able to prioritise own work and support the team daily.
• Delivers vaccination sessions and health promotion as needed.
• Standard keyboard skills and IT literacy.

Work related personal qualities

Essential

• Able to make decisions appropriate to role, level of knowledge and competence, using professional judgement; some of which will require analysis
• Work according to protocols under clinical supervision.
• Commitment to and focus on quality, promoting high standards in all they do
• Able to make a connection between work and the benefit to patients and the public.
• Consistently think about how their work can help and support clinicians and frontline staff deliver better outcomes for patients.
• Value diversity and operate with integrity and openness.
• Work well with others, being positive and helpful, listen, involve, respect and learn from the contribution of others.
• Consistently look to improve what they do, look for successful tried and tested ways of working, and also seek out innovation.

Employer details

Employer name

100Fold CIC

Address

Glastonbury Health Centre

1 Wells Road

Glastonbury

Somerset

BA6 9DD