Vaccine Support Officer

Colindale (Scientific Campus)

Job Summary We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

The Rabies and Immunoglobulin Service (RIgS) at UK Health Security Agency (UKHSA) Colindale is a cross-divisional service supporting the post-exposure treatment of serious infections. RIgS staff comprise a multi-disciplinary team of nurses, a business manager and administrative support; they are hosted in Immunisation under a consultant virologist.

Expert guidance and medical support is provided by consultants from each of the divisions responsible for their

specific topic area. Immunoglobulins and anti-toxins are rare products that are centrally procured by UKHSA from a range of manufacturers. Stock is held centrally at Movianto, UK on behalf of UKHSA, but also at a number of stockholders distributed throughout the country. The RIgS telephone lines are very busy with over 4000 calls annually.

Job Description Provide a call answering service for the RIgS telephone line, speaking with medical professionals and accurately taking and recording information on CIMS. As well as triaging calls the post holder will need to upload completed risk assessment forms to ensure the correct ordering of immunoglobulins or anti toxins. The post holder will need to liaise with external stakeholders on a daily basis to ensure that all products ordered have been delivered at the specified addresses and within appropriate timescales. Emergency orders also need to be processed in a timely manner. RIgS is also contactable via email so the post holder will need to manage multiple inboxes. In addition to the mailboxes the post holder will provide administrational support for the service by running daily/weekly and monthly reports.

In Addition The Post Holder Will:

• Triage request for Pre-Exposure vaccine requests and process as appropriate.
• Update the UKHSA Duty doctor pack as appropriate.
• Assist with the development of request forms.
• Input accurate recording of patient test results on related CIMS enquiry.
• Provide support in the event of a product recall to ensure all requested information is available in a timely manner.
• Ensure processes are followed for the timely dispatch of products for patients by using online ordering tools.
• Manage uploads of ordering forms to ensure all governance processes are maintained.
• Respond to queries regarding vaccines and immunoglobulin via email and telephone.
• Maintain accurate storage and distribution of version-controlled documentation relevant to the service.
• Participate in an out of hours on call rota for 1 week in 6.
• Maintenance and development of the RIGS database (SQL)
• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre. Carryout timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.

This list is not exhaustive.

Provide a call answering service for the RIgS telephone line, speaking with medical professionals and accurately taking and recording information on CIMS. As well as triaging calls the post holder will need to upload completed risk assessment forms to ensure the correct ordering of immunoglobulins or anti toxins. The post holder will need to liaise with external stakeholders on a daily basis to ensure that all products ordered have been delivered at the specified addresses and within appropriate timescales. Emergency orders also need to be processed in a timely manner. RIgS is also contactable via email so the post holder will need to manage multiple inboxes. In addition to the mailboxes the post holder will provide administrational support for the service by running daily/weekly and monthly reports.

In Addition The Post Holder Will:

• Triage request for Pre-Exposure vaccine requests and process as appropriate.
• Update the UKHSA Duty doctor pack as appropriate.
• Assist with the development of request forms.
• Input accurate recording of patient test results on related CIMS enquiry.
• Provide support in the event of a product recall to ensure all requested information is available in a timely manner.
• Ensure processes are followed for the timely dispatch of products for patients by using online ordering tools.
• Manage uploads of ordering forms to ensure all governance processes are maintained.
• Respond to queries regarding vaccines and immunoglobulin via email and telephone.
• Maintain accurate storage and distribution of version-controlled documentation relevant to the service.
• Participate in an out of hours on call rota for 1 week in 6.
• Maintenance and development of the RIGS database (SQL)
• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre. Carryout timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.

This list is not exhaustive.

Person specification

Essential Criteria

• Educated to degree level/NVQ level 6 in a Business Administration/Management subject or equivalent level of qualification and/or equivalent significant experience in a Business Administration role.
• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint and databases
• Significant administrative/ secretarial experience within a public health environment including developing, implementing and maintaining office systems and handling sensitive information
• Experienced at working under pressure handling multiple tasks and prioritising own workload
• Experienced in the development and management of databases
• Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use
• Experienced in online Power BMI tools for the ordering and tracking of products for the audience, including making the best of digital resources and considering value for money
• Follow relevant policies, procedures and legislation to complete your work
• Understand that bullying, harassment and discrimination are unacceptable
• Ability to work without supervision working to tight and often changing timescales
• Ability to participate in an out of hours rota to issue emergency medical products
• You work well as part of a team and strive to ensure the team pulls together and is effective
• You are inquisitive, you seek out new information and look for new ways to develop yourself
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable criteria

• Experience working in large organisations

Alongside your salary of £32,624, UK Health Security Agency contributes £9,451 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the esse