Service Administrator
Gloucestershire Health and Care NHS Foundation Trust
The closing date is 23 October 2024
Job summary
To work within a multidisciplinary team and provide Occupational Health administration support for all key clinical tasks, in accordance with the requirements of the service, as led by the Administration Services Manager.
To project the professional image of the business through demonstrating excellent customer care in all activities.
To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.
To maintain confidentiality at all times.
Main duties of the job
- Answer the busy working well client line.
- Book a variety of occupational health appointments.
- Liaise with clinical and health care professionals.
- Register referrals
- Proof read and send reports to clients and their line managers.
- Cover the Working well reception when if needed.
- Manage the Working Well email inbox.
About us
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
- 89.7% believe they are making a positive difference to patients/service users;
- 73.3% would recommend the organisation as a place to work;
- 82.4% agree that care of patients and service users is the organisations priority;
- 76.7% would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Job description
Job responsibilities
- Communicating effectively with a wide range of people including private clients, colleagues, HR departments, senior managers and members of the public, ensuring at all times that a professional and helpful approach is presented.
- Manage all Working Well enquiries, some of which can be sensitive and complex in nature by responding to telephone calls and emails in a confident, professional and helpful manner - occasional faxes and postal mail)
- The provision of immediate and relevant advice and guidance or triage to ensure an appropriate clinician is notified in a timely manner that a call back is required.
- To ensure all actions are accurately recorded in the individuals medical record on the electronic clinical system (G2) and following up as necessary in a timely manner.
- To book a variety of appointments in a range of clinics for occupational health practitioners, using the occupational health diary system G2.
- To liaise with private clients, managers and HR in order to arrange case conferences for a multi-disciplinary meeting with occupational health practitioners.
- Liaise with private clients, managers and HR regarding the progress of Management Referrals and their Occupational Health reports, whilst taking into account the sensitivity and urgency of some cases
- To check all OH reports for appropriate presentation and administrative accuracy and to send reports securely using appropriate password process
- Ensuring all consent is recorded and within GDPR regulations before reports are sent. Reports are then uploaded to the individual medical record and all action recorded on G2.
- Liaise with private clients, Managers and HR regarding the progress of clearance of new employees and their fitness reports, using judgement to ensure urgent cases are dealt with appropriately.
- To check and send all Occupational Health fitness reports securely, upload and all action recorded on G2.
- Prepare and securely send immunisation history reports.
- Liaise with external clients regarding their clinics, booking their clinics onto G2 and securely sending reports following clinic.
- As necessary, attend external sites to assist Occupational Health practitioners with ad hoc specially arranged clinics.
- To fully utilise the G2 database system for registration of clients, checking and updating details, attach relevant notes and documents and extract data as requested ensuring all activity is recorded on the G2, supporting practitioners wherever required.
- As part of a team, to assist in maintaining, and procuring the various non-clinical equipment and consumables on site.
- Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues/managers when potential problems may occur.
- Keep all files, systems and paperwork up to date in line with departmental procedures highlighting any difficulties or potential issues to line manager.
- Ensure all paperwork is filed/scanned or disposed of promptly and securely.
- To undertake other support functions as requested by the Administration Services Manager.
- Act in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.
Job description
Job responsibilities
- Communicating effectively with a wide range of people including private clients, colleagues, HR departments, senior managers and members of the public, ensuring at all times that a professional and helpful approach is presented.
- Manage all Working Well enquiries, some of which can be sensitive and complex in nature by responding to telephone calls and emails in a confident, professional and helpful manner - occasional faxes and postal mail)
- The provision of immediate and relevant advice and guidance or triage to ensure an appropriate clinician is notified in a timely manner that a call back is required.
- To ensure all actions are accurately recorded in the individuals medical record on the electronic clinical system (G2) and following up as necessary in a timely manner.
- To book a variety of appointments in a range of clinics for occupational health practitioners, using the occupational health diary system G2.
- To liaise with private clients, managers and HR in order to arrange case conferences for a multi-disciplinary meeting with occupational health practitioners.
- Liaise with private clients, managers and HR regarding the progress of Management Referrals and their Occupational Health reports, whilst taking into account the sensitivity and urgency of some cases
- To check all OH reports for appropriate presentation and administrative accuracy and to send reports securely using appropriate password process
- Ensuring all consent is recorded and within GDPR regulations before reports are sent. Reports are then uploaded to the individual medical record and all action recorded on G2.
- Liaise with private clients, Managers and HR regarding the progress of clearance of new employees and their fitness reports, using judgement to ensure urgent cases are dealt with appropriately.
- To check and send all Occupational Health fitness reports securely, upload and all action recorded on G2.
- Prepare and securely send immunisation history reports.
- Liaise with external clients regarding their clinics, booking their clinics onto G2 and securely sending reports following clinic.
- As necessary, attend external sites to assist Occupational Health practitioners with ad hoc specially arranged clinics.
- To fully utilise the G2 database system for registration of clients, checking and updating details, attach relevant notes and documents and extract data as requested ensuring all activity is recorded on the G2, supporting practitioners wherever required.
- As part of a team, to assist in maintaining, and procuring the various non-clinical equipment and consumables on site.
- Prioritise own workload, organising work to meet priorities and highlighting to appropriate colleagues/managers when potential problems may occur.
- Keep all files, systems and paperwork up to date in line with departmental procedures highlighting any difficulties or potential issues to line manager.
- Ensure all paperwork is filed/scanned or disposed of promptly and securely.
- To undertake other support functions as requested by the Administration Services Manager.
- Act in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.
Person Specification
n/a
Essential
- Experience of providing excellent Customer Service by telephone
- Experience of using a range of IT software such as Outlook and Word plus confidence in learning to use new technology
- Ability to work within a team environment and encouraging achievement through team work
Desirable
- Ability to problem solve and prioritise
- Effective communication skills both written and verbal
Scoring
Essential
- Experience of providing excellent Customer Service by telephone
- Experience in all aspects of office administration, systems and processes
- Experience of using a range of IT software such as Outlook and Word plus confidence in learning to use new technology
Desirable
- Good organisational skills
- Willingness to further develop IT and clerical skills and knowledge
Person Specification
n/a
Essential
- Experience of providing excellent Customer Service by telephone
- Experience of using a range of IT software such as Outlook and Word plus confidence in learning to use new technology
- Ability to work within a team environment and encouraging achievement through team work
Desirable
- Ability to problem solve and prioritise
- Effective communication skills both written and verbal
Scoring
Essential
- Experience of providing excellent Customer Service by telephone
- Experience in all aspects of office administration, systems and processes
- Experience of using a range of IT software such as Outlook and Word plus confidence in learning to use new technology
Desirable
- Good organisational skills
- Willingness to further develop IT and clerical skills and knowledge
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).
