Occupational Health Administrator

Job description

Job responsibilities

To act as a first point of contact for users of the service by ensuring that all enquiries are dealt with courteously and appropriately, including front line reception requirements. To ensure that issues and queries are brought to the attention of the nurse on duty in a timely manner. This will require the post holder to apply judgement as to what necessitates urgent attention by the nurse and will require liaison between departmental colleagues as appropriate.

Provide comprehensive secretarial and administrative support to the Occupational Health Team. This will involve the preparation of mutli-disciplinary clinicians clinical templates and reports of a confidential and sensitive nature involving medical terminology. Audio typing may on occasion be required and scanning of information will be a regular requirement. To ensure where appropriate clients consent has been received before any reports are released to referring Managers/Human Resources and that reports are appropriately password protected.

To monitor and follow up requests for reports for clients from treating clinicians that have been requested by OH clinicians, including ensuring that payments for such reports are actioned in a timely manner.

To ensure reports are sent to referring Managers/Human Resources within the OH KPI timeframe.

To ensure that referring Managers are informed in writing when a client does not attend their appointment (Manager referrals).

To ensure that the outcome of pre placement work health screening is conveyed to the appropriate Human Resources Department in a timely manner.

On a day to day basis ensure high standards of health and safety and security within the Department are maintained and that appropriate action is taken to remedy identified problems.

Ordering of goods and services as required within the Department, ensuring that appropriate stock levels are maintained. To ensure that invoices relating to purchase of supplies are processed in a timely manner.

To organise and maintain filing systems which ensure that occupational health records and files containing general information are held confidentially and securely, but which are able to be retrieved quickly and efficiently. To ensure that archived records can be accessed when required. To maintain archived record databases accurately and liaise with Trust and other income generation Human Resource Department staff regarding starters and leavers.

To develop and maintain electronic and paper based administrative systems for use in the department and, in conjunction with colleagues, ensure systems used are appropriate and reviewed as required with improvements made as necessary. These will include the OPAS system, Microsoft365, Excel and the influenza databases. To maintain, develop and train users in the system to ensure this meets the Departments requirements. To liaise with Civica regarding the OPAS system as needed and attend OPAS system user group as required.

To control the appointment system for the service, liaising with other members of the Human Resource Management function, Managers and clients to ensure that staff are seen as soon as possible using the OPAS system and Microsoft365.

To be instrumental, along with other members of the Occupational Health Team in raising the profile of the occupational health service to managers and staff.

To assist the Deputy Head of Occupational Health and Office Manager in the management of the Dept. and external contracts by maintaining systems which ensure that the service budget is kept within financial constraints and that quality standards and service levels are maintained.

To collate statistical data relating to departmental workload KPIs and prepare and present charts and reports for information purposes to meet the individual requirements of the organisations management teams using Microsoft Excel and OPAS report runner. This also includes inputting and collating disease codes for sickness absence monitoring information at the request of Human Resources.

To liaise with income generation Managers and arrange external site visits as required.

To collate all departmental audit activity results and prepare reports as required.

To maintain an effective recall system for client occupational health interventions as required and requested, ensuring that reminders are sent to staff in a timely manner.

To act as system administrator for the OH intranet site.

To monitor and undertake invoice requests for all income generation activities, and raise purchase orders, liaising with the Trust finance department as required.

To liaise with external stakeholders e.g., other OH departments to chase outcomes and reports.

Person Specification

Qualifications- Academic/ Craft/ Professional

Essential

• NVQ / Diploma in relevant subject or equivalent experience.

Desirable

• Qualification in Maths/Accounting
• Qualification/Training in IT/Computing

Experience

Essential

• Significant previous experience of working in a busy office in the NHS
• Previous experience of reception work
• Can use initiative and problem solve within agreed boundaries

Desirable

• Previous experience of working in an Occupational Health service
• Previous team leadership experience in the NHS or Training such as Mary Seacole.

Knowledge Requirements

Essential

• Good typing skills.
• Computer literate with ability to produce graphs, charts and reports using Microsoft Word and Excel
• Proficient knowledge of Microsoft 365 (e-mail) and use of the Internet and Trust Intranet.
• High level of organisational and administrative ability.
• Excellent interpersonal and communication skills.
• Resourceful/Innovative.
• Self Starter
• Well developed time management skills.
• Ability to work alone and prioritise effectively and appropriately.
• Team player and willingness to work flexibly and support the needs of the service

Desirable

• Audio typing skills.
• Intranet/Website editing skills
• Experience of OPAS G2 Occupational Health system I particular administration functions relating to report production.

Contractual Requirements

Essential

• Adhere to all Trust Policy and Procedures
• Complete mandatory training as required

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.

Employer details

Employer name

Sherwood Forest Hospitals NHS Foundation Trust

Address

Occupational Health Department, Byron House, Millers Way, King's Mill Hospital

Mansfield Road

Sutton-in-Ashfield

NG17 4NX

Employer's website

https://www.sfh-tr.nhs.uk/ (Opens in a new tab)