Infection Prevention and Control Administrator

Job overview

The postholder will provide essential administrative and secretarial support to the Deputy Director of Infection Prevention & Control / IPC Lead / IPC matron and the wider IPC team, ensuring the smooth operation of an integrated IPC service. This includes managing diaries, arranging meetings and training events, maintaining databases, processing audit and surveillance data, handling confidential communications, and supporting team activities. The role is key to ensuring the IPC team can deliver timely, efficient, and effective infection prevention and control services across the organisation

Main duties of the job

• Provide essential administrative and secretarial support to the Deputy Director of IPC / IPC lead / IPC Matron and the IPC team.
• Manage diaries, schedule meetings, training sessions, and awareness events; prepare agendas and take minutes.
• Maintain databases, collect and analyse audit/surveillance data, and produce reports to support service delivery.
• Handle confidential communications and enquiries, prioritising appropriately.
• Support team collaboration, participate in meetings, and contribute to service improvement.
• Maintain office resources, ensuring smooth day-to-day operations.
• Comply with health & safety, confidentiality, safeguarding, and infection prevention policies.
• Engage in professional development, appraisal, and mandatory training.

Detailed job description and main responsibilities

The postholder will provide essential administrative and secretarial support to the Deputy Director of Infection Prevention & Control / IPC Lead / IPC Matron and the wider IPC team across both acute and community services. The role ensures the smooth operation of the IPC service, enabling the team to deliver effective infection prevention and control activities.

Main responsibilities:

• Administrative support: Process and manage administration work generated by the Deputy Director of IPC / IPC Lead / IPC Matron and the IPC team. Handle confidential correspondence and telephone enquiries, prioritising and redirecting as appropriate. Maintain accurate records and ensure all administrative tasks meet set deadlines.
• Process and manage administration work generated by the Deputy Director of IPC / IPC Lead / IPC Matron and the IPC team.
• Handle confidential correspondence and telephone enquiries, prioritising and redirecting as appropriate.
• Maintain accurate records and ensure all administrative tasks meet set deadlines.
• Meeting and event coordination: Arrange and schedule meetings, training sessions, study days, and awareness events (e.g., Hand Hygiene training, Link Nurse events). Prepare agendas, take minutes, and circulate meeting notes. Co-ordinate electronic diaries for the Deputy Director and IPC team, managing competing priorities.
• Arrange and schedule meetings, training sessions, study days, and awareness events (e.g., Hand Hygiene training, Link Nurse events).
• Prepare agendas, take minutes, and circulate meeting notes.
• Co-ordinate electronic diaries for the Deputy Director and IPC team, managing competing priorities.
• Data management and reporting: Develop and maintain departmental databases for healthcare-associated infections. Collect, enter, and analyse audit and surveillance data, producing charts and reports to support decision-making and service delivery.
• Develop and maintain departmental databases for healthcare-associated infections.
• Collect, enter, and analyse audit and surveillance data, producing charts and reports to support decision-making and service delivery.
• Team communication and collaboration: Maintain positive working relationships with internal and external colleagues. Actively communicate necessary information to team members and contribute to service improvement initiatives.
• Maintain positive working relationships with internal and external colleagues.
• Actively communicate necessary information to team members and contribute to service improvement initiatives.
• Resource and office management: Maintain office supplies, manage stationery, and order equipment as needed.
• Maintain office supplies, manage stationery, and order equipment as needed.
• Professional compliance: Ensure compliance with health and safety, confidentiality, safeguarding, infection prevention, and organisational policies. Engage in professional development, mandatory training, appraisal, and clinical supervision.
• Ensure compliance with health and safety, confidentiality, safeguarding, infection prevention, and organisational policies.
• Engage in professional development, mandatory training, appraisal, and clinical supervision.
• Supporting service delivery: Actively contribute to the smooth functioning of the IPC team, ensuring the timely and effective delivery of infection prevention and control services across both acute and community settings.
• Actively contribute to the smooth functioning of the IPC team, ensuring the timely and effective delivery of infection prevention and control services across both acute and community settings.