Administrative assistant Lytham St Annes, England
Job description
The post holder will be part of a multi-disciplinary team of clerical and clinical staff. They will be supported by the team and appropriate training will be offered. The post holder will work under the direction of the Clinical Lead and Administration Co-Ordinator to deliver administrative support within the school age vaccination team. He/she will be one of the first points of contact for the team and will address any queries or redirect queries for the team as necessary. They will have an allocation of schools for which they will be responsible. They will attend vaccination sessions within schools and support the staff at the session. They will interact with the children attending for vaccination and will record the activity at the session.
As the administration assistant for the team, the role will require the post holder to undertake general administrative duties, including general correspondence, filing, photocopying, scanning, and inputting/processing of data, resolving and flagging issues accordingly. They will work very closely with our schools and tertiary services such as School Nursing, Children looked After Team etc.
Working within, and adhering to, the Trust standards of practice, and Trust policies and procedures. Other duties will be incorporated and subject to the ever-changing needs of providing a specialised patient service.
Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty-five-minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.
As one of the United Kingdom’s largest coastal resort, Blackpool has plenty to offer its residents – it’s not just a good place to work; it’s a great place to live! In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers several scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.
- To provide a comprehensive, administrative and information service to the School Based Vaccination Team processing queries, dealing with all correspondence, documenting and replying as required.
- Ensure client confidentiality and knowledge of the General Data Protection Regulation (GDPR).
- Maintain working knowledge of safeguarding policies and procedures appropriate to role.
- To develop, establish and maintain a working knowledge of the School Based Vaccination Team Service, appropriate working practices which will enhance the work of the team and the service provided to children, young people and families.
- To take personal responsibility for information governance and patient confidentiality requirements, maintaining confidentiality of patient information at all times, including conversations, use and storage of letters, case notes, electronic health records and all other forms of patient information.
- Supporting the recording of information on consent forms as required.
- Preparation and management of school immunisation electronic consent forms for vaccination programmes.
- Carrying out administrative tasks to ensure electronic systems are up to date following the immunisation being given.
- Preparation of information for computer records of all Vaccinations and Immunisations.
- Inputting of information onto electronic Health Systems relevant to the trust.
- Notifying GPs by sending out schedule of children in their practice who have been vaccinated providing details of type of vaccination.
- Collate delivery information from staff at the end of a session.
- During vaccination session assist staff and eligible presenting children prior to vaccination.
- Prepare schedules for all schools for vaccination sessions.
- Prepare and deliver from the department, the necessary items for a session and/or liaise with external providers regarding the collection of vaccination equipment if needed.
- Provide information and data to the vaccination co-ordinator for reports and other associated documents using Microsoft packages including Excel, Word and Access for all aspects relating to the Vaccination programme.
- Undertake general administrative duties, e.g. photocopying and filing.
- Provide cover for the Vaccination and Immunisation Co-ordinator post as required.
- To undertake any such appropriate duties or responsibilities as directed by the Team Leader or Service Manager
- Maintain administrative systems appropriate to the team including the use of shared drive filing systems and ensuring appropriateness of access.
- Comprehensively use the EMIS community/EMIS GP and Care Plus systems to ensure that patient details are correct.
- To set up and manage up to date electronic filing system of emails and all correspondence, ensuring the information is easily retrievable and for audit purposes.
- To use all office equipment including photocopier and scanner.
- To attend all Mandatory and Statutory training courses in order to ensure all training is up to date and complies with legal requirements.
- To carry out all duties and responsibilities relating to health and safety in accordance with local policies and statutory requirements.
- To deal with problems as they occur and provide solutions/ideas when applicable.
- The post holder should be fully aware and knowledgeable of all relevant policies and procedures
