Job summary
Workplace Health & Wellbeing is a SEQOHS accredited department within the Norfolk and Norwich University Hospitals NHS Foundation Trust based on Rouen Road. We are a leading regional Occupational Health provider, providing services to our home Trust and many large and small organisations within our region.
Our team is made up of Doctors, Nurse Advisers and Technicians all supported by an experienced team of Administrators and Secretaries.
Main duties of the job
An opportunity has arisen for a full-time Administrator to join the well-established and friendly team at Workplace Health & Wellbeing.
This position requires an excellent administrator who enjoys working as part of a team, has exceptional communication and organisational skills, an ability to prioritise workloads, meet deadlines and work under pressure whilst maintaining attention to detail.
The successful applicant will support the smooth running of a number of key contracts, providing an excellent level of customer service and ensuring all aspects of the administrative services are provided in line with internal and external clients SLA's.
Key Skills Required:
- Excellent knowledge of Microsoft Word, Excel and Outlook is essential.
- First-rate administrator with a keen eye for detail.
- Superb interpersonal skills and an excellent telephone manner.
- Must be a motivated and enthusiastic team player.
- An ability to meet deadlines.
Delivers an exceptional level of customer service.
About us
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH site
- Free 24-hours confidential counselling support
- On-site Nursery
- On-site cafes offering staff discounts
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
- Provide the first point of telephone contact to customers, appropriately dealing with queries using judgement to establish the validity and priority of the contact, providing information where appropriate and non-clinical advice. Ensure confidentiality is maintained at all times and that all communication with clients is appropriate and within department guidelines. Ensures all telephone calls are answered swiftly, within the expected 6 rings.
- Ensure the production of reports and statistics using e-OPAS and excel for client meetings and departmental audit, as requested. Quarterly statistics are produced, liaising with the clinical team to ensure that figures are accurate and meaningful. Producing ad-hoc reports for appointments as and when required.
- Produce reports as required for Senior OHAs / Business Manager or Clinical Team detailing quantity of appointments to assist with the management of booking appointments in line with Service Level Agreements for specific external contracts, as directed by Admin Team Leader and Operations Manager.
- The post holder will play an active role in the planning, development and implementation of ad-hoc departmental projects, ensuring their smooth and efficient running as required. The post holder will ensure their time is managed to meet project deadlines and will provide regular update information to the Admin Team Leader regarding the on-going project development and implementation. Assisting with new procedures along with the Admin Team Leader and Operations Manager.
- The post holder is responsible for maintaining Administration Procedures for appropriate departmental practices to ensure that colleagues can cover workload during periods of absence and a seamless service continues to be provided for all clients during times of absence.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Job description
Job responsibilities
- Provide the first point of telephone contact to customers, appropriately dealing with queries using judgement to establish the validity and priority of the contact, providing information where appropriate and non-clinical advice. Ensure confidentiality is maintained at all times and that all communication with clients is appropriate and within department guidelines. Ensures all telephone calls are answered swiftly, within the expected 6 rings.
- Ensure the production of reports and statistics using e-OPAS and excel for client meetings and departmental audit, as requested. Quarterly statistics are produced, liaising with the clinical team to ensure that figures are accurate and meaningful. Producing ad-hoc reports for appointments as and when required.
- Produce reports as required for Senior OHAs / Business Manager or Clinical Team detailing quantity of appointments to assist with the management of booking appointments in line with Service Level Agreements for specific external contracts, as directed by Admin Team Leader and Operations Manager.
- The post holder will play an active role in the planning, development and implementation of ad-hoc departmental projects, ensuring their smooth and efficient running as required. The post holder will ensure their time is managed to meet project deadlines and will provide regular update information to the Admin Team Leader regarding the on-going project development and implementation. Assisting with new procedures along with the Admin Team Leader and Operations Manager.
- The post holder is responsible for maintaining Administration Procedures for appropriate departmental practices to ensure that colleagues can cover workload during periods of absence and a seamless service continues to be provided for all clients during times of absence.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Person Specification
Qualifications
Essential
- Good general standard of literacy and numeracy
Experience
Essential
- Competent using Microsoft Office suite, especially Excel, Outlook and Word and significant experience using this software Should be able to work in a busy open plan office environment and some experience working in a similar environment
Skills
Essential
- Will need to work under pressure and be able to meet tight deadlines
- Understand the need for confidentiality
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Person Specification
Qualifications
Essential
- Good general standard of literacy and numeracy
Experience
Essential
- Competent using Microsoft Office suite, especially Excel, Outlook and Word and significant experience using this software Should be able to work in a busy open plan office environment and some experience working in a similar environment
Skills
Essential
- Will need to work under pressure and be able to meet tight deadlines
- Understand the need for confidentiality
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
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).
