Occupational Health & Wellbeing Senior Administrator

Job description

Job responsibilities

Co-ordinate the administration of employment assessment services including processing of paperwork,scheduling of appointments and preparation of notes. Following clinical assessment to update medical notesas required, instigate actions as requested, record and follow up non-attendance to clinics in line withdepartmental procedures. All information to be recorded on computer for statistical analysis.To maintain all records in an appropriate up-to-date manner. To organise and oversee the filing andrecording of information in clients electronic files. To ensure that reception/administrative staff are familiarwith all office procedures.To maintain clinic session appointment systems for Occupational Health & Wellbeing staff includingarranging appointments by letter or telephone, ensuring medical notes are correct and available forappointment, updating medical notes as required, instigate actions as requested, or using own judgementand initiative where necessary. Record and follow up non-attendance to clinics in line with set procedures.Accompany Occupational Health & Wellbeing staff to peripatetic clinics as requested. Ensure the timelyrunning of clinic sessions, including OH physicians. Following clinic, notate records, rescheduleappointments, issue appointments to clients and maintain appointment diary in advance. Booking new clientsin for their counselling and clinical psychology appointments, which involves informing clients aboutconfidentiality and how their information is managed and recording details of the issue they are bringing tothe service. This can sometimes be challenging as the client may be feeling upset and anxious. A calm,caring yet professional manner is required to support them. The post holder will be handling sensitive andconfidential information every day.

Person Specification

Qualifications

Essential

• Business Administration level 2 or above (NVQ)
• Good General Education
• ECDL or equivalent
• Word Processing / Good Keyboard Skills

Desirable

• Typing qualification

Knowledge and Skills

Essential

• Ability to prioritise workload
• Audio typing
• Excellent communication skills
• Able to work on own initiative and work with minimal supervision
• High standard of accuracy and attention to detail

Desirable

• Medical Terminology

Experience

Essential

• Significant administrative experience
• Customer focus experience
• Reception experience

Desirable

• Occupational Health knowledge/experience and specific software
• NHS experience
• Supervisory experience

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.

Certificate of Sponsorship

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

Great Western Hospitals NHS Foundation Trust

Address

Occupational Health & Wellbeing Department, Great Western Hospital

Swindon

SN3 6BB

Employer's website

https://www.gwh.nhs.uk/ (Opens in a new tab)