Job summary
Occupational Healthand Wellbeing Department, Derriford Hospital
An opportunity has arisen for a confident and motivated individual to join the Occupational Health and Wellbeing Department.
The post-holder will form part of the administration team supporting the Operations Manager as well as Doctors, Nurses and Mental Health Practitioners.
The Service Administrator role is varied and fast paced requiring a flexible and responsive approach.
You will need to be proactive, creative and able to work in a calm, logical and methodical way, but be able to multi-task whilst dealing with frequent interruptions. You must possess excellent communication skills. Experience in the use of Microsoft office (Word, Excel and Outlook) is essential.
A flexible approach with the capacity to meet deadlines and commitment to working as part of a team are an important requirement.
Our core opening hours are 8am to 4pm Monday to Friday. Hybrid (WFH and office).
Main duties of the job
Service Administrators provide comprehensive administrative support to the Occupational Health and Wellbeing department, which includes having a thorough understanding of the department's operations and daily activities. Service Administrators oversee referrals, medical reports, pre-placement screenings and the immunisation programme as well as support the Operations Manager overall.
Service Administrators are an integral part of service delivery and as such professionals in this position have excellent people skills, are great at multi-tasking and prioritising as well as being incredibly organised.
Ensuring the team operates effectively by undertaking comprehensive administrative tasks, such as typing and dispatching medical reports, tracking pre-placement screenings and co-ordinating the department's immunisation programme.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Provide a fast and accurate audio typing service to the department, producing clinic letters and other documents, ensuring all correspondence is sent securely and to the correct personnel
- Under the supervision of the Operations Manager or their deputy, provide administrative support to the immunisation programme
- Oversee the pre-placement screening process and ensure any potential delays are escalated to the Operations Manager.
- Answer telephone enquiries on behalf of senior clinical staff, taking and relaying messages using own judgement to establish the priority of issues and taking action as appropriate
- Organise the prioritising of the email inboxes, identifying and locating any supporting documentation to assist with the response. Responding where appropriate
- Be flexible to the needs of the department, specifically to support and assist other administration staff covering annual leave, sickness, training etc and sharing workloads when required
Job description
Job responsibilities
- Provide a fast and accurate audio typing service to the department, producing clinic letters and other documents, ensuring all correspondence is sent securely and to the correct personnel
- Under the supervision of the Operations Manager or their deputy, provide administrative support to the immunisation programme
- Oversee the pre-placement screening process and ensure any potential delays are escalated to the Operations Manager.
- Answer telephone enquiries on behalf of senior clinical staff, taking and relaying messages using own judgement to establish the priority of issues and taking action as appropriate
- Organise the prioritising of the email inboxes, identifying and locating any supporting documentation to assist with the response. Responding where appropriate
- Be flexible to the needs of the department, specifically to support and assist other administration staff covering annual leave, sickness, training etc and sharing workloads when required
Person Specification
Knowledge
Essential
- Demonstrable Significant administration experience Audio typing skills and managing diaries Microsoft Office package Clear understanding of IG
Desirable
- Experience in use of eOPAS (OH software)
Qualifications
Essential
- NVQ level 3 in either business administration or related subject or equivalent demonstrable experience IT qualifications or demonstrable equivalent experience
Disposition
Essential
- Team player keen to support the team Effectively influence and motivate others Able to cope under pressure Proactive, takes own initiative Positive approach to change Ability to demonstrate the Trust's values in work ethic Flexible to meet changing service needs
Aptitude
Essential
- Ability to communicate clearly with people at different levels of knowledge Sustain long periods of concentration Excellent organisational skills Ability to produce accurate work to deadlines Time management skills; able to prioritise work effectively Able to work with discretion, sensitivity and maintain confidentiality
Person Specification
Knowledge
Essential
- Demonstrable Significant administration experience Audio typing skills and managing diaries Microsoft Office package Clear understanding of IG
Desirable
- Experience in use of eOPAS (OH software)
Qualifications
Essential
- NVQ level 3 in either business administration or related subject or equivalent demonstrable experience IT qualifications or demonstrable equivalent experience
Disposition
Essential
- Team player keen to support the team Effectively influence and motivate others Able to cope under pressure Proactive, takes own initiative Positive approach to change Ability to demonstrate the Trust's values in work ethic Flexible to meet changing service needs
Aptitude
Essential
- Ability to communicate clearly with people at different levels of knowledge Sustain long periods of concentration Excellent organisational skills Ability to produce accurate work to deadlines Time management skills; able to prioritise work effectively Able to work with discretion, sensitivity and maintain confidentiality
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).
