About the Role

As an Administrator for the Vaccination Outreach Service, you will provide high-quality administrative support to help ensure the smooth and effective running of the service. Working closely with the Service Manager and a range of internal and external stakeholders, you will coordinate meetings, maintain records and action logs, support data collection, and assist with reporting against key performance measures. This role will play an important part in supporting partner engagement, service delivery, and the ongoing development of vaccination outreach across BNSSG.

Key responsibilities

• Meet deadlines, collate data and maintain standards relating to administrative processes for the Vaccination Outreach Service.
• Work within a team effectively, sharing work where appropriate, flexing capacity to respond to surge requirements of the service.
• Maintain diaries and arrange meetings, taking formal minutes and keeping appropriate records.
• Build and maintain good working relationships with a broad range of internal and external stakeholders to develop partner engagement and understanding of the Vaccination Outreach Service, including:
  • General Practice
  • Sirona
  • VCSE organisations
• Support the Service Manager in the day to day running of the Vaccination Outreach Service.
• Coordinate and maintain the actions logs.
• Identify gaps in information for Vaccination Outreach Service.
• Maintain necessary documentation to ensure smooth running of the Vaccination Outreach Service.
• To assist with the compilation of reports and presentations relevant to the work of the Vaccination Outreach Service.
• Ensure governance and confidentiality guidelines and requirements are fully adhered to, processing all communications appropriately within guidelines.
• Set up data collection systems, monitor utilisation and escalate any issues to the Vaccination Outreach Service Manager.
• To support accurate and timely reporting of progress with the provision of performance against targets for the agreed key performance indicators or measures for improvement.
• Work well as part of a multidisciplinary team and with a wider variety of stakeholders.
• To keep accurate logs of risks and issues ensuring mitigating actions are agreed with stakeholders and implemented accordingly
• To embrace change and have a positive ‘can-do’ attitude and facilitative style
• Undertake other tasks as identified by the Vaccination Outreach Service Manager.

Skills and experience

We’re seeking someone with:

Essential:

• Educated to NVQ Level 3 in a relevant subject, or equivalent qualification or significant equivalent proven experience.
• Experience of administration, including organising and minuting meetings, maintaining records, collecting data and supporting database maintenance.
• Working knowledge of Microsoft Office systems, including Word and Excel, with the ability to produce regular reports, summaries and concise communications.
• Ability to summarise complex information and provide clear information to a varied group of internal and external stakeholders.
• Able to manage conflicting priorities, organise workload effectively, meet deadlines, work well as part of a team and maintain confidentiality.

Desirable:

• Qualification in administration
• Experience of working in Health care
• Coordination of multiple stakeholders and schedules
• Experience of working in Multi-Disciplinary Teams

You will be someone who:

• Can work confidently on your own initiative, while also contributing positively as part of a team.
• Communicates clearly and professionally, with strong interpersonal and relationship-building skills.
• Is organised, able to manage deadlines, multitask and pay close attention to detail.
• Has good IT skills and is motivated by providing high-quality, effective administration.
• Is adaptable, flexible and positive about change, with a supportive and facilitative approach to working with others.

Benefits

• Generous and fair performance-based pay increment structure
• Enrolment onto a salary sacrifice private pension with Royal London, which includes employer contribution of 14.3% of your actual pay and flexibility on level of employee contributions with a minimum of 3%
• 27 days annual leave (plus bank holidays), up to a maximum of 30 days for long service
• Holiday trading scheme
• Enhanced family leave pay and paid time off for medical appointments, carer’s leave, fertility treatment, bereavement and emergencies
• Death in service benefit
• Employee assistance programme offering a range of mental health support including counselling
• Electric vehicle salary sacrifice scheme
• Social activities
• NHS discounts
• Cycle to work scheme