Job summary
This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust.
An exciting opportunity has arisen for a
committed, enthusiastic and highly motivated administrator to join
our Occupational Health department. We
are looking for a customer focussed, self-motivated, committed individual who
will contribute to the positive, can do approach of our team.
You
will be working closely with and supporting the Occupational
Health team in delivering quality administrative services
across the Worcestershire Acute Trust and also to its outside contracts.
As
well as being part of the busy department, you'll be required to prioritise
your own workload on a day-to-day basis. Excellent IT and communication skills
are essential for this role, along with an exemplary telephone manner.
You
will demonstrate excellent organisational skills, must be flexible in approach,
able to exercise initiative and demonstrate a consistently high standard of
professionalism, being aware of the need for confidentiality and integrity. We
require a strong communicator and dedicated team player.
We
can offer you a friendly and supportive work environment where your work is
valued. If this sounds like the role for you then apply now or email us to find
out more.
Main duties of the job
To
provide a comprehensive reception, administration and clerical service for the
occupational health and wellbeing team, in the co-ordination, provision and
delivery of an effective, high quality occupational health and wellbeing
service to clients and customers of the Working Well Occupational Health
service.
As an Administrator, you will play a
crucial role in supporting the smooth operation of our Occupational Health service. You'll ensure a welcoming
environment for all visitors, and develop essential skills for a future NHS
career.
Applicants should have excellent
communication skills; possess excellent interpersonal and organisational
skills, a flexible approach to duties and the ability to use their own
initiative. Applicants will need to be able to prioritise their workload, and
work under pressure.
Main duties include:
Manage and maintain confidential employee health records in line with GDPR.
Scheduling and coordinate Occupational Health appointments, including vaccinations, referrals, and health surveillance.
Act as the first point of contact for Occupational Health queries from employees and managers.
Liaise with Occupational Health professionals and external providers.
Prepare reports, letters, and documentation in a timely and accurate manner.
Track and monitor referrals, ensuring appropriate follow-up actions are completed.
About us
Worcestershire Acute Hospitals NHS Trust is a large
acute and specialised hospital trust that provides a range of local acute
services to the residents of Worcestershire and more specialised services to a
larger population in Herefordshire and beyond.
The Trust operates hospital-based services from
three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our
caring staff are recognised as providing good and outstanding patient-centred
care. You could be one of them.
We are committed to recruiting the best people to
work with us. Our values, which we ask all staff to demonstrate, underpin our
everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.
We are proud to have achieved Timewise
accreditation - this means we are committed to embedding flexible working
within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a
DBS check as part of their employment check will have the cost of this check
(at the current rate) deducted from their salary. Please see link in Supporting
Information section for more details on DBS checks and costs.
Job description
Job responsibilities
Post Title: Occupational Health Administrator
Pay Band: 2
Hours: 22.5 hours
per week
Contract: Permanent
Location / Department: Working Well Centre
Newtown Road Worcester
Accountable to: Head
of Occupational Health and Wellbeing Services
Reports
to: Admin Team Manager
Key Working Relationships: Occupational Health team:managers,consultant, nurses, physiotherapist, staff wellbeing service, all trust employees and all 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 a comprehensive reception, administration and
clerical service for the occupational health and wellbeing team, in the
co-ordination, provision and delivery of an effective, high quality
occupational health and wellbeing service to clients and customers of the
Working Well Occupational Health service.
Key
Duties: To receive clients
and customers into the Working Well centre in a friendly and professional
manner.
Undertake
efficient reception duties e.g. answering the phone, receiving people at the
door and 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.
To deal efficiently and courteously with clients,
relatives and colleagues at all times as per Trust standards.
Deal with telephone calls and emails courteously
and relay messages in an efficient manner.
Process key information onto the database Cority/
files for new employees. Actively update any changes on personnel details e.g.
surname, addresses, job titles, manager details.
Arrange and send out a variety of appointments
ensuring the departmental diaries are kept updated e.g. pre employment checks,
vaccinations, sickness absence.
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.
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 participate 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.
Job description
Job responsibilities
Post Title: Occupational Health Administrator
Pay Band: 2
Hours: 22.5 hours
per week
Contract: Permanent
Location / Department: Working Well Centre
Newtown Road Worcester
Accountable to: Head
of Occupational Health and Wellbeing Services
Reports
to: Admin Team Manager
Key Working Relationships: Occupational Health team:managers,consultant, nurses, physiotherapist, staff wellbeing service, all trust employees and all 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 a comprehensive reception, administration and
clerical service for the occupational health and wellbeing team, in the
co-ordination, provision and delivery of an effective, high quality
occupational health and wellbeing service to clients and customers of the
Working Well Occupational Health service.
Key
Duties: To receive clients
and customers into the Working Well centre in a friendly and professional
manner.
Undertake
efficient reception duties e.g. answering the phone, receiving people at the
door and 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.
To deal efficiently and courteously with clients,
relatives and colleagues at all times as per Trust standards.
Deal with telephone calls and emails courteously
and relay messages in an efficient manner.
Process key information onto the database Cority/
files for new employees. Actively update any changes on personnel details e.g.
surname, addresses, job titles, manager details.
Arrange and send out a variety of appointments
ensuring the departmental diaries are kept updated e.g. pre employment checks,
vaccinations, sickness absence.
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.
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 participate 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.
Person Specification
Experience
Essential
- Experience of working in a busy and demanding office/customer facing environment.
- Experience of using electronic systems.
- Experience of Microsoft Office products including teams.
Desirable
- Previous experience of working in an NHS Office environment.
- Experience in using computer programmes including health care IT systems.
Other Job Requirements
Essential
- Work with a high degree of confidentiality.
- May require occasional travel to other sites.
Qualifications
Essential
- Good standard of general education to GCSE level or equivalent, including Maths and English Language.
- Good command of written English.
Desirable
- NVQ Level 2 in administration.
Skills / Knowledge
Essential
- Excellent customer care skills.
- Excellent telephone manner.
- Ability to adopt an appropriate style and method of communication and deal effectively with people.
- Ability to prioritise/ work to deadlines within a busy office environment.
- Ability to work under pressure and as part of a team.
- Flexible approach to work.
- Professional attitude towards service users.
- Knowledge of, and adherence to, General Data Protection Regulations 2018.
- Clear understanding of confidentiality and the importance of maintaining confidentiality for patients.
Personal Qualities
Essential
- Aware of self presentation.
- Self motivated.
- Enjoys working with people.
- Ability to use own initiative.
- Honest and accountable.
Internal Job Vacancy
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
Person Specification
Experience
Essential
- Experience of working in a busy and demanding office/customer facing environment.
- Experience of using electronic systems.
- Experience of Microsoft Office products including teams.
Desirable
- Previous experience of working in an NHS Office environment.
- Experience in using computer programmes including health care IT systems.
Other Job Requirements
Essential
- Work with a high degree of confidentiality.
- May require occasional travel to other sites.
Qualifications
Essential
- Good standard of general education to GCSE level or equivalent, including Maths and English Language.
- Good command of written English.
Desirable
- NVQ Level 2 in administration.
Skills / Knowledge
Essential
- Excellent customer care skills.
- Excellent telephone manner.
- Ability to adopt an appropriate style and method of communication and deal effectively with people.
- Ability to prioritise/ work to deadlines within a busy office environment.
- Ability to work under pressure and as part of a team.
- Flexible approach to work.
- Professional attitude towards service users.
- Knowledge of, and adherence to, General Data Protection Regulations 2018.
- Clear understanding of confidentiality and the importance of maintaining confidentiality for patients.
Personal Qualities
Essential
- Aware of self presentation.
- Self motivated.
- Enjoys working with people.
- Ability to use own initiative.
- Honest and accountable.
Internal Job Vacancy
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
