Job responsibilities
WORCESTERSHIRE
ACUTE HOSPITALS NHS TRUST
JOB DESCRIPTION
Post Title: Administrator
Location
/ Department: Working Well Centre Newtown Road Worcester
Accountable
to: OH and Wellbeing Manager
Reports
to: Admin Team Leader
Key Working Relationships: Occupational
health consultant, manager, business manager, nurses, physiotherapist,
counsellors, personnel, trust employees, GP surgeries, outside contracted
organisations
Risk
Assessment: Working
with VDUs, some manual handling/repetitive tasks. Potential exposure to
distressed and or verbally aggressive individuals.
Job Purpose:
To
provide an efficient reception service and first point of contact to clients
and customers of the Working Well Centre Occupational
Health service, and to contribute to the daily administration
requirmentswithin the department.
Key Duties:
To
receive clients and customers into the Working Well centre in a friendly and
professional manner.
To
ensure the smooth running of clinics within the centre, directing individuals
to the appropriate clinician and dealing with any queries arising from
appointments, including taking payments where required and booking follow up
appointments.
Maintenance
of Occupational Health records with
particular reference to Occupational Health database; Cority. Recording
immunisations, blood tests, recalls and management of all employee OH related
issues. Ensuring that all points of contact are clearly recorded on the system.
Inputting
and maintenance of various OH databases and spreadsheets for data collection.
To
undertake other relevant clerical duties as required including: photocopying,
receiving, sorting and distribution of mail, basic typing, arranging repairs, stock
and equipment ordering and stationery orders.
Responding
to enquiries via phone, OH generic mailbox and other channels of communication
Scheduling
appointments for individuals using the Cority OH system.
Dealing
with and resolving tasks which have been generated by clinical team members on
the Cority system
To
be aware of and adhere to strict codes of confidentiality, data protection and
information governance.
Report
any incidents of complaints and or risks and refer on to management as
appropriate
Contribute
to and parcipate in any initiatives to improve the quality of the service.
Contribute
to a positive team culture and act in a manner that is in line with Trust
values and maintains public reputation.
Vision and Values:
The
Trust aims to provide local services for local people. It has developed its
vision to reflect this commitment.
To
continue to be the major provider of acute/specialist services for the people
of Worcestershire (and wider) with a strong reputation for providing
outstanding, high quality, reliable, accessible and integrated healthcare for
local people
Driving
this commitment are the Trust-wide signature behaviours:
Do what we say we will do
No Delays, every day
We listen, we learn, we lead
Work together, celebrate together
Standard Clauses:
The purpose of this post should remain constant, but the
duties and responsibilities may vary over time within the overall role and
level of the post. The post holder may
from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion
with the post holder in the light of service needs.
Competence
The post holder is responsible for limiting his / her
actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his
or her competence during the course of his / her duties then s/he should
immediately speak to their line manager or supervisor.
Codes of conduct
All employees of the Trust who are required to be registered
with a professional body, to enable them to practise within their profession,
are required to comply with their code of conduct and requirements of their
professional registration. Those staff that
are not required to be registered with a professional body are required to
comply with the Trusts codes of conduct.
Confidentiality
The post holder must maintain confidentiality, security and
integrity of information relating to patients, staff and other Health Service
business.
Records Management
All employees of the Trust are legally responsible for all
records that they gather, create or use as part of their work within the Trust
(including patient, financial, personnel and administrative), whether paper or
computer based. All such records are
considered public records and all employees have a legal duty of confidence to
service users. Employees should consult
their manager if they have any doubt as to the correct management of records
with which they work.
Health and Safety
Employees must be aware of the responsibilities placed on
them under the Health and Safety at Work Act (1974) and the Manual Handling
Operations Regulations (1992) and all relevant Trust Health and Safety Policies
and Guidance. This ensures that the
agreed safety procedures are carried out to maintain a safe environment for
employees, patients and visitors to the Trust.
Infection Control
Employees must accept personal responsibility and
accountability for Infection Prevention and Control practice. Employees should ensure they are familiar
with, and comply with, all relevant Infection Control policies for minimising
the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory
updates in Infection Control.
Non
Smoking Policy
The Trusts approach to
smoking is in line with the governments on-going initiatives for an eventual
smoke-free environment. It aims to adhere to the Worcestershire Health
Community Campaign to help Worcestershire stop smoking.
A no smoking environment
policy exists within all Trust premises including entrances and exits to
hospital buildings and on other Trust property (with the exception of staff
resident in staffresidences, as these are the homes of staff). In June
2014 a ban was implanted which meant staff, contractors and volunteers were no
longer permitted to smoke in any of the hospital grounds, including car
parks.
Further to this, The
Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become
smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of
the public, patients and visitors are not allowed to smoke in any of the acute
hospital grounds, including car parks.
Risk Management
It is a standard element of the role and responsibility of
all employees of the Trust that they fulfil a proactive role towards the
management of risk in all of their actions.
This entails the risk assessment of all situations, taking appropriate
actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all
employees must co-operate with any investigations undertaken.
Children and vulnerable adults
You have a responsibility for promoting and safeguarding the
welfare of the children / young people / vulnerable adults that you come into
contact with or are responsible for in your job role and sphere of competence.
Disclosure and Barring Service
The Trust aims to promote equality of opportunity for all,
with the right mix of talent, skills and potential. Criminal records will be taken into account
for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in
respect of exempted questions under the Rehabilitation of Offenders Act 1974,
all applicants who are offered employment will be subject to a criminal record
check from the Disclosure and Barring Service before the appointment is
confirmed. This will include details of
cautions, reprimands or final warnings, as well as convictions. Postholders may periodically be asked to
undertake a re-check.
The Trust is legally required to check all staff against the
Disclosures and Barring Services Childrens and Vulnerable Adults barring lists
if they engage in what is defined as Regulated Activity or Controlled
Activity: Regulated Activity is defined as working closely with children or
vulnerable adults, paid or unpaid, on a frequent or intensive basis. Controlled activity is work that provides
opportunities for contact with children or vulnerable adults.
Equality and Diversity
The Trust promotes policies and practices that challenge
discrimination, promote equality, respect individual needs, preferences and
choices, and protects human rights. The
Trust has a clear commitment to equality for all in employment practices based
on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy
initiatives are in place and all successful applicants are expected to familiarise
themselves with these. It is therefore
the duty of every employee to comply with the detail and spirit of these
policies and the law at all times. Any
issues or concerns you have should be taken up with your manager or the human
resource team as soon as possible.
Dignity
All employees must treat each person as an individual,
offering a personalised service respecting peoples dignity and modesty at all
times.
Conflict of Interest
The Trust is responsible for ensuring that the service
provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that
staff do not abuse their official position for personal gain or to benefit
their family or friends. The Trusts
Standing Orders require any member of staff to declare any interest, direct or
indirect, with contracts involving the Trust.
Staff are not allowed to further their private interests in the course
of their NHS duties.
