Job summary
Primary duties include managing the OH database system and medical files, audio typing, word processing, typing of general correspondence, preparation of clinic lists, filing, archiving, answering the telephone, e-mailing, making appointments and general office duties. Support the administrative function across the OHSWB team assisting the Occupational Health Advisors, in facilitating the provision of high quality OH care to the staff of the UKHSA.
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.
Main duties of the job
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.
Location
This role can be based at one of our UKHSA offices/locations in Colindale or Porton Down with opportunities for an element of working from home. You will be asked to express a location preference during the application process. The balance between home and workplace working is to be agreed with the line manager, determined primarily by business needs and in line with departmental policy.
61 Colindale Avenue, London, NW9 5HT / Manor Farm Road, Porton Down, Salisbury, SP4 0JG
Hybrid working options available (Flexible).
*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*
Working Pattern -Part-time (26 hours p/w), Flexible Working, Hybrid Working.
About us
Benefits
- 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 average employer contribution of 27%
- Range of health and wellbeing support
Job description
Job responsibilities
Responsibilities section:
- Assist with organising and coordinating the general running of the OH service
- Liaison with managers, staff, hospitals and GP surgeries
- Coordination of referrals from managers and HR relating to sickness absence or fitness to work
- Review all incoming mail (OH mailbox and the Staff Wellbeing mailbox) and telephone calls, alerting OH Clinical staff to any urgent issues
- Organise OH physician and OH |Advisors appointments diary
- Organisation and maintenance of the medical records system
- Ordering of vaccines, stationary and all medical and first aid supplies, the processing of requisitions and receiving of goods
- To perform any other duties required by the line manager commensurate with the grade
- Able to work on own initiative, prioritising work, within defined policies and procedures to set timescales.
- Have a flexible/adaptable approach to their work in order to meet various deadlines.
- Responsible for organising meetings for the department and planning any administrative work as required.
The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the directorate.
Please see the job description for a full list of responsibilities.
Job description
Job responsibilities
Responsibilities section:
- Assist with organising and coordinating the general running of the OH service
- Liaison with managers, staff, hospitals and GP surgeries
- Coordination of referrals from managers and HR relating to sickness absence or fitness to work
- Review all incoming mail (OH mailbox and the Staff Wellbeing mailbox) and telephone calls, alerting OH Clinical staff to any urgent issues
- Organise OH physician and OH |Advisors appointments diary
- Organisation and maintenance of the medical records system
- Ordering of vaccines, stationary and all medical and first aid supplies, the processing of requisitions and receiving of goods
- To perform any other duties required by the line manager commensurate with the grade
- Able to work on own initiative, prioritising work, within defined policies and procedures to set timescales.
- Have a flexible/adaptable approach to their work in order to meet various deadlines.
- Responsible for organising meetings for the department and planning any administrative work as required.
The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the directorate.
Please see the job description for a full list of responsibilities.
Person Specification
Essential/Desirable Criteria
Essential
- RSA level 2 word processing or equivalent
- 5 GCSE or equivalent qualifications at C or above in English and Maths
- Educated to NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven
- Previous experience of working in an administrative environment using computerised data systems.
- Experience of working in a health care environment
- Clear communicator with good writing, data entry and telephone skills ensuring accuracy
- Ability to work effectively as part of a team
- Problem solving skills
- Able to work on own initiative, organising and prioritising own workload to set deadlines
- An ability to maintain confidentiality and trust
- Good time keeping
- Flexible approach to work
- An understanding of and commitment to equality of opportunity and good working relationships, in terms of day-to-day working practices
Desirable
- Experience of working in Occupational Health
- Awareness of a range of Health Services provisions
- Working knowledge of Microsoft Office including Word and Excel
- Knowledge of Healthcare issues
- Understanding of Data Protection legislation
Person Specification
Essential/Desirable Criteria
Essential
- RSA level 2 word processing or equivalent
- 5 GCSE or equivalent qualifications at C or above in English and Maths
- Educated to NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven
- Previous experience of working in an administrative environment using computerised data systems.
- Experience of working in a health care environment
- Clear communicator with good writing, data entry and telephone skills ensuring accuracy
- Ability to work effectively as part of a team
- Problem solving skills
- Able to work on own initiative, organising and prioritising own workload to set deadlines
- An ability to maintain confidentiality and trust
- Good time keeping
- Flexible approach to work
- An understanding of and commitment to equality of opportunity and good working relationships, in terms of day-to-day working practices
Desirable
- Experience of working in Occupational Health
- Awareness of a range of Health Services provisions
- Working knowledge of Microsoft Office including Word and Excel
- Knowledge of Healthcare issues
- Understanding of Data Protection legislation
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).
