Job summary
This is an exciting opportunity to join a well-established team within our Occupational Health department. This role serves patients and visitors by greeting, welcoming and directing them appropriately, together with answering the telephone enquiries both internally and externally. Booking appointments and upcoming clinics.
Key skills to include customer focus, professionalism, self-motivation, adaptability, flexibility and listening. Excellent telephone and communication skills are essential.
As part of a small team, you will provide an administrative function for the Occupational Health Team. The role will involve use of our OPAS G2 Data Management System, all Microsoft 365 applications and a high level of communication skills to liaise with staff, managers, new employees and external stakeholders on a daily basis.
Main duties of the job
To assist with the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures.
Carry out a range of administrative tasks, to include but not exclusive to:
- Organise and co-ordinate meetings and take minutes, and ensure actions are followed up.
- Assist with the collection of Occupational Health data for internal requirements also the data for Public Health as required for example as in immunisation data re uptake.
- Handle all requests received at Reception
- Handle telephone enquiries
- Booking in patients and arranging their appointments
- Ensure the reception desk is clean and tidy at all times.
- To provide administration and clerical support to the team as and when required.
- Attend training sessions as and when directed by management.
- Committed to developing own skills and assist in training and development of others.
- Observe all instructions regarding policies and procedures of departments and Trust
- Always observe confidentiality (patients, visitors, personnel or any trust details)
About us
Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire. Our Excellence Values: Compassion Respect Integrity Courageous Accountable
Job description
Job responsibilities
- To meet and greet patients and visitors to the department and to deal with enquiries in anefficient, polite and courteous manner providing a caring, considerate and helpful serviceto the patients and carers.
- To be responsible for the maintenance of the clinics; attendance.
- Booking appointments
- To communicate with the patient regarding demographics and other personal details toensure that the patient administration system and case note documentation isimmediately updated
- Work closely with the nursing staff, announcing visitors and patients to staff and to informthe patients with regards to any clinic delays
- Answer telephone queries take messages direct where appropriate; provide assistancedirecting visitors to the appropriate locations.
- Book follow up appointments as required by the clinician ensuring that theclinic capacity is adhered to.
- To participate in training/induction of new staff.
- It may be necessary on occasions to provide cover to other reception areas
Job description
Job responsibilities
- To meet and greet patients and visitors to the department and to deal with enquiries in anefficient, polite and courteous manner providing a caring, considerate and helpful serviceto the patients and carers.
- To be responsible for the maintenance of the clinics; attendance.
- Booking appointments
- To communicate with the patient regarding demographics and other personal details toensure that the patient administration system and case note documentation isimmediately updated
- Work closely with the nursing staff, announcing visitors and patients to staff and to informthe patients with regards to any clinic delays
- Answer telephone queries take messages direct where appropriate; provide assistancedirecting visitors to the appropriate locations.
- Book follow up appointments as required by the clinician ensuring that theclinic capacity is adhered to.
- To participate in training/induction of new staff.
- It may be necessary on occasions to provide cover to other reception areas
Person Specification
Qualifications
Essential
- Educated to NVQ level 2 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
Desirable
Knowledge
Essential
- Demonstrable experience of working within an administrative environment
- Keyboard skills including Microsoft Office 365
Desirable
- Knowledge of OPAS G2 system/ another Occupational Health computer system
- Experience of providing support to a team
Key Competencies/ Personal Qualities & Attributes
Essential
- Self-motivated and able to use initiative
- Able to use tact and diplomacy when dealing with sensitive issues and difficult callers/visitors to the department
Desirable
- Ability to learn, adapt and develop new skills
- Flexible approach to work
Skills
Essential
- Sound verbal communication and interpersonal skills at all levels including excellent telephone skills
- Able to multitask, prioritising workload to meet deadlines
- Ability to work with discretion, sensitivity and maintain confidentiality
- Accuracy and attention to detail
Person Specification
Qualifications
Essential
- Educated to NVQ level 2 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
Desirable
Knowledge
Essential
- Demonstrable experience of working within an administrative environment
- Keyboard skills including Microsoft Office 365
Desirable
- Knowledge of OPAS G2 system/ another Occupational Health computer system
- Experience of providing support to a team
Key Competencies/ Personal Qualities & Attributes
Essential
- Self-motivated and able to use initiative
- Able to use tact and diplomacy when dealing with sensitive issues and difficult callers/visitors to the department
Desirable
- Ability to learn, adapt and develop new skills
- Flexible approach to work
Skills
Essential
- Sound verbal communication and interpersonal skills at all levels including excellent telephone skills
- Able to multitask, prioritising workload to meet deadlines
- Ability to work with discretion, sensitivity and maintain confidentiality
- Accuracy and attention to detail
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).
