Job summary
To provide efficient, clear systems of
communication and administration to enable the Occupational Health department to run effectively
and smoothly
Main duties of the job
To provide a welcome to employees and visitors who are in contact with the department
The post holder will be responsible for designated clerical duties in the department
Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators
Promote effective customer focused communication with employees and other service users.
To respond to telephone and / or face to face enquiries complying with departmental guidance
Request, cancel and re-arrange appointments in line with local and national targets.
To assist with the confidential management of all types of Occupational Health records/letters and appointments and ensure that all documentation is accurately complete and promptly dispatched.
To report maintenance and domestic repairs to appropriate departments on instruction from the departmental manager.
Assist with the preparation of employee occupational health records for clinics in a timely manner as and when required.
Operate and ensure correct data is held on the departmental database OPAS & Trust systems, and update as necessary.
The post holder will give relevant assistance and training as and when required to support all colleagues.
To arrange transport as necessary for colleagues in accordance with requirements of the department.
To carry out general administration duties and provide clerical assistance.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
- To provide a welcome to employees and visitors who are in contact with the department
- The post holder will be responsible for designated clerical duties in the department
- Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators
- Promote effective customer focused communication with employees and other service users.
- To respond to telephone and / or face to face enquiries complying with departmental guidance
- Request, cancel and re-arrange appointments in line with local and national targets.
- To assist with the confidential management of all types of Occupational Health records/letters and appointments and ensure that all documentation is accurately complete and promptly dispatched.
- To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters.
- To report maintenance and domestic repairs to appropriate departments on instruction from the departmental manager.
- Assist with the preparation of employee occupational health records for clinics in a timely manner as and when required.
- Operate trust IT systems ensuring correct data is held on the departmental database OPAS & Trust systems, and update as necessary.
- The post holder will give relevant assistance and training as and when required to support all colleagues.
- To arrange transport as necessary for colleagues in accordance with requirements of the department.
- To carry out general administration duties and provide clerical assistance, as required.
- To send and receive faxes in a safe haven environment as per Trust policy.
- Receive, sort and distribute goods and post delivered to the department.
- Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation.
Job description
Job responsibilities
- To provide a welcome to employees and visitors who are in contact with the department
- The post holder will be responsible for designated clerical duties in the department
- Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators
- Promote effective customer focused communication with employees and other service users.
- To respond to telephone and / or face to face enquiries complying with departmental guidance
- Request, cancel and re-arrange appointments in line with local and national targets.
- To assist with the confidential management of all types of Occupational Health records/letters and appointments and ensure that all documentation is accurately complete and promptly dispatched.
- To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters.
- To report maintenance and domestic repairs to appropriate departments on instruction from the departmental manager.
- Assist with the preparation of employee occupational health records for clinics in a timely manner as and when required.
- Operate trust IT systems ensuring correct data is held on the departmental database OPAS & Trust systems, and update as necessary.
- The post holder will give relevant assistance and training as and when required to support all colleagues.
- To arrange transport as necessary for colleagues in accordance with requirements of the department.
- To carry out general administration duties and provide clerical assistance, as required.
- To send and receive faxes in a safe haven environment as per Trust policy.
- Receive, sort and distribute goods and post delivered to the department.
- Attend regular departmental meetings. Attendance at least half of the meetings each year is an expectation.
Person Specification
Knowledge and Awareness
Essential
- Confidentiality issues.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues.
- Awareness of Moving & Handling issues.
Skills and Abilities
Essential
- Keyboard skills.
- Develop and maintain positive working relationships.
- Demonstrate effective and clear written, verbal and telephone communication skills.
- Work with demanding workloads and prioritise tasks.
- Maintain a safe working environment for self and others.
- Willingness to take on tasks.
Desirable
- Proven record of excellent filing and organisational skills.
Qualifications
Essential
- Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
Desirable
- NVQ Level 2 qualification in related subject.
- IT skills qualifications; CLAIT or ECDL computer course.
Experience
Essential
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Work with IT systems.
Desirable
- Previous experience in an administrative role.
- Experience of working within a related area e.g. Health/Social Care setting.
- A willingness to learn NHS computer software systems.
- Experience of working with confidential material.
Personal Attributes
Essential
- Friendly, respectful of colleagues.
Person Specification
Knowledge and Awareness
Essential
- Confidentiality issues.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues.
- Awareness of Moving & Handling issues.
Skills and Abilities
Essential
- Keyboard skills.
- Develop and maintain positive working relationships.
- Demonstrate effective and clear written, verbal and telephone communication skills.
- Work with demanding workloads and prioritise tasks.
- Maintain a safe working environment for self and others.
- Willingness to take on tasks.
Desirable
- Proven record of excellent filing and organisational skills.
Qualifications
Essential
- Good general education to include CSE or GCSE in English Language and Maths or equivalent/experience.
Desirable
- NVQ Level 2 qualification in related subject.
- IT skills qualifications; CLAIT or ECDL computer course.
Experience
Essential
- Experience of working with filing systems.
- Experience of good customer or patient care.
- Work with IT systems.
Desirable
- Previous experience in an administrative role.
- Experience of working within a related area e.g. Health/Social Care setting.
- A willingness to learn NHS computer software systems.
- Experience of working with confidential material.
Personal Attributes
Essential
- Friendly, respectful of colleagues.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
