Job summary
Occupational Health Administrator- Band 3 22.5 hours per week- Permanent, Part Time
An exciting opportunity has arisen for an enthusiastic and motivated individual to join the Occupational Health Administration Team. The main purpose of the job will be to provide a high quality professional secretarial / administrative service to the clinicians in the OH Team including scheduling appointments, generating management reports, and responding to queries.
You will be the first point of contact for our patients when they contact the Department either by phone, e-mail or in person and will assist the team in creating a welcoming, caring and safe environment.
Occupational Health works alongside our recruitment team ensuring that staff are fit to commence in their role and provide advice to help the staff member to fulfil their duties.
Our aim is to maintain the health and wellbeing of employees, therefore increasing productivity, reducing sickness absence and assisting in the recruitment and retention of our employees.
Main duties of the job
To provide secretarial and administrative support to the Occupational Health Department. The post holder will undertake a range of administrative duties including electronic record keeping, filing, scanning, data collection and photocopying. The post holder will be trained to work on the Reception desk which will involve meeting and talking with patients in person and over the telephone as well as booking / re-booking / moving appointments.
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian and minority ethnic candidates, LGBTQ+ & Disabled people.
Benefits include flexible working 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice care scheme, support with stress, bereavement, relationships, finance and much more.
Job description
Job responsibilities
Duties and Responsibilities:
- Occupational Health reception.
- Answering reception phone calls and voicemail retrieval.
- Processing referrals / Health Questionnaires.
- Generating Management Reports.
- Sending correspondence to and liaising with specialists.
- Updating electronic diary with clinical availability.
- Opening and sorting of mail.
- Preparing daily clinic lists.
- Scanning of clinical correspondence in patient case notes.
- Locating and tracking physical files.
- Monitoring stationary supplies.
- General administration duties within the Department as required
Communications
- To communicate with all Occupational Health staff, all other hospital staff and other NHS professionals.
- Deal with telephone calls and take action appropriately using discretion, sensitivity and dealing with information in a confidential and professional manner.
Responsibility for Patient care
- To be responsible for ensuring that patient notes are scanned on to the correct patient record.
- To pay attention to detail with patient administration and secretarial duties.
- Have a professional attitude when dealing with patients either face to face or on the telephone.
- Having a high regard for data quality, confidentiality and Data Protection
Planning and organising
- To have good organisational skills and ability to prioritise own work load.
- Book and send out appointment letters.
- Maintain photocopied supplies of Department forms.
Responsibilities for Physical and / or financial resources
- To have a duty of care for equipment, ensuring it remains clean and safe and reporting any damaged equipment.
- To ensure adequate levels of stock are available, alerting the senior staff when ordering is required.
- To follow departmental procedures.
Responsibility for physical and service development and implementation
- To embrace and support line management and the department in making service improvements effective within the workplace.
- Adhere to administrative procedures and protocols.
- To comment and participate in service developments.
- Keep up to date with current guidelines and adapt working practices to reflect any changes.
Responsibilities for Human Resources and Leadership
- To attend mandatory / essential training.
- To attend an annual appraisal.
- To mentor Band 2 Admin Staff
Responsibilities for teaching and training
- Participate in training and development activities that are relevant to the job role.
- To assist in training where required, once competence has been achieved and signed off by line manager.
Responsibilities for data and information resources
- Word processing of general correspondence, reports and any other written material.
- To support IT system checks
Research, development and audit
- Participate in audits as required
Physical skills and effort
- Basic keyboard skills.
- Moving and handling of stationary supplies
General duties
- Observe the provisions of and adhere to all Trust policies and procedures.
- To participate in the annual appraisal process.
- All employees have a duty to develop and deliver a customer focused service.
- To assist with creating a welcoming, caring and safe environment
Hand hygiene
To assist the Trust in reducing healthcare acquired infections (HCAIs) all staff should be familiar with all the Trusts Infection Prevention policies which are appropriate to their role. You are required to attend mandatory training in Infection Prevention and be compliant with all measures known to be effective in reducing HCAIs.
Job description
Job responsibilities
Duties and Responsibilities:
- Occupational Health reception.
- Answering reception phone calls and voicemail retrieval.
- Processing referrals / Health Questionnaires.
- Generating Management Reports.
- Sending correspondence to and liaising with specialists.
- Updating electronic diary with clinical availability.
- Opening and sorting of mail.
- Preparing daily clinic lists.
- Scanning of clinical correspondence in patient case notes.
- Locating and tracking physical files.
- Monitoring stationary supplies.
- General administration duties within the Department as required
Communications
- To communicate with all Occupational Health staff, all other hospital staff and other NHS professionals.
- Deal with telephone calls and take action appropriately using discretion, sensitivity and dealing with information in a confidential and professional manner.
Responsibility for Patient care
- To be responsible for ensuring that patient notes are scanned on to the correct patient record.
- To pay attention to detail with patient administration and secretarial duties.
- Have a professional attitude when dealing with patients either face to face or on the telephone.
- Having a high regard for data quality, confidentiality and Data Protection
Planning and organising
- To have good organisational skills and ability to prioritise own work load.
- Book and send out appointment letters.
- Maintain photocopied supplies of Department forms.
Responsibilities for Physical and / or financial resources
- To have a duty of care for equipment, ensuring it remains clean and safe and reporting any damaged equipment.
- To ensure adequate levels of stock are available, alerting the senior staff when ordering is required.
- To follow departmental procedures.
Responsibility for physical and service development and implementation
- To embrace and support line management and the department in making service improvements effective within the workplace.
- Adhere to administrative procedures and protocols.
- To comment and participate in service developments.
- Keep up to date with current guidelines and adapt working practices to reflect any changes.
Responsibilities for Human Resources and Leadership
- To attend mandatory / essential training.
- To attend an annual appraisal.
- To mentor Band 2 Admin Staff
Responsibilities for teaching and training
- Participate in training and development activities that are relevant to the job role.
- To assist in training where required, once competence has been achieved and signed off by line manager.
Responsibilities for data and information resources
- Word processing of general correspondence, reports and any other written material.
- To support IT system checks
Research, development and audit
- Participate in audits as required
Physical skills and effort
- Basic keyboard skills.
- Moving and handling of stationary supplies
General duties
- Observe the provisions of and adhere to all Trust policies and procedures.
- To participate in the annual appraisal process.
- All employees have a duty to develop and deliver a customer focused service.
- To assist with creating a welcoming, caring and safe environment
Hand hygiene
To assist the Trust in reducing healthcare acquired infections (HCAIs) all staff should be familiar with all the Trusts Infection Prevention policies which are appropriate to their role. You are required to attend mandatory training in Infection Prevention and be compliant with all measures known to be effective in reducing HCAIs.
Person Specification
Qualifications
Essential
- Educated to GCSE, "O" level or equivalent in English / Maths
- NVQ3 Administrator or equivalent qualification or experience
- Word processing / typing certificate to RSAII level ECDL Qualification or equivalent
Knowledge, Skills, Training and Experience
Essential
- Proven organisational skills and ability to prioritise workload with interuptions and changing priorities.
- Experience of working within tight time frames and to deadlines.
- Effective verbal and written communication skills.
- Word processing skills.
- Previous office experience.
- Ability to work with confidential issues.
Desirable
- Previous experience working within an NHS / clinical environment.
Personal Qualities
Essential
- Motivated, flexible and pro-active.
- Tactful, courteous and polite.
- Recgonise equality and diversity and the importance of peoples' rights with dignity and respect. Act in accordance with legislation policies and procedures.
Person Specification
Qualifications
Essential
- Educated to GCSE, "O" level or equivalent in English / Maths
- NVQ3 Administrator or equivalent qualification or experience
- Word processing / typing certificate to RSAII level ECDL Qualification or equivalent
Knowledge, Skills, Training and Experience
Essential
- Proven organisational skills and ability to prioritise workload with interuptions and changing priorities.
- Experience of working within tight time frames and to deadlines.
- Effective verbal and written communication skills.
- Word processing skills.
- Previous office experience.
- Ability to work with confidential issues.
Desirable
- Previous experience working within an NHS / clinical environment.
Personal Qualities
Essential
- Motivated, flexible and pro-active.
- Tactful, courteous and polite.
- Recgonise equality and diversity and the importance of peoples' rights with dignity and respect. Act in accordance with legislation policies and procedures.
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).
Employer details
Employer name
Tameside and Glossop Integrated Care NHS Foundation Trust
Address
Tameside & Glossop Integrated Care NHS Foundation Trust Occupational Health Department
Fountain Street
Ashton under Lyne
OL6 9RW
Employer's website
https://www.tamesidehospital.nhs.uk/ (Opens in a new tab)
