Admin Team Leader

6 months ago

StocktononTees, United Kingdom Intrahealth Ltd Full time

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. Indirect supervision of clinical staff will be provided by the Immunisation Nurse Lead.

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 and Assistant 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. Resource, 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. To ensure CQC standards and processes are followed

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

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

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

12. 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**

13. 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

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

15. 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.

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

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

**Planning and Organisation**

18. 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

19. 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

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