Job summary
To provide a comprehensive efficient and confidential administrative support service to the Occupational Health Service.
Provide and maintain administrative systems to ensure accurate and effective data is available to enable the clinical staff to respond to medical queries and to produce reports.
To answer routine queries from staff regarding general OH issues.
Main duties of the job
- To provide an efficient and confidential administrative service to assist the team to plan and implement service strategies.
- Provide confidential secretarial services to Occupational Health Physician, Occupational Health Nurse Specialists, Clinic Nurse and Physiotherapist.
- Responsible for maintaining confidential medical information/records regarding colleagues occupational health, including operating the Occupational Health database.
- Responsible for ensuring all Occupational Health files are updated accurately, effectively and timely with relevant correspondence.
- Responsible for accurately updating and maintaining a confidential Occupational Health electronic filing system
- Responsible for accurately updating the OH intranet site
- Arranging planned and cyclical Occupational Health activities and preparing activity reports.
- Maintain and review administration protocols
- Administer and process departmental post.
- Communicate and deal with all levels of staff in a professional manner.
- Liaise with HR Advisors for information regarding sickness and pre employment Health Questionnaires.
About us
We employ 3,500 staff in 63 locations and serve a population of 2,600,000 in Northumberland, Tyne & Wear, County Durham, and Tees over 3230 square miles.
Many people think the job of the ambulance service is to collect patients and take them to hospital, but we do much more!
Paramedic skills have developed hugely in recent years, meaning we carry out more treatment at the scene and en-route to hospital.
We have a dedicated clinical assessment service that allows us to provide patients with the most appropriate care from the beginning of the patient journey.
We have a specialised branch of the Trust called HART which deal with explosions or terrorist attacks.
Ultimately patients are the heart of everything that we do to support our mission of "safe, effective and responsive care for all".
We value and respect the diversity employees bring to our workplace. We recruit a workforce that reflects the community we serve, and welcome applications from people from all backgrounds. To ensure we deliver on our aims in relation to diversity and inclusion we assess ourselves against a range of frameworks. We are ENEI Gold employer, Disability Confident Leader, Dyslexia Smart Award employer, Dementia Friendly, and part of Mind Blue Light programme and the Race at Work Charter from the Princes Responsible Business Network and are achieving across all objectives in NHS Equality Delivery System.
Job description
Job responsibilities
Pl4ease refer to the attached Job Description for the full list of duties and responsibilities for this role.
Job description
Job responsibilities
Pl4ease refer to the attached Job Description for the full list of duties and responsibilities for this role.
Person Specification
Eduacation and Qualifications
Essential
- oEducated to GCSE level C or equivalent including Maths and English
- oUse of MS Office package including Word, PowerPoint, Excel, Email, Outlook diary
Desirable
- oNVQ 2/3 Business Administration or Equivalent
Experience
Essential
- oExperience in an administrative/secretarial role including diary management, and a basic knowledge of medical terminology. oExperience in handling sensitive/confidential information.
Desirable
- oExperience of working in a healthcare setting. oExperience of working in an Occupational Health setting oExperience of audio typing
Personal Attributes
Essential
- oHighly motivated, professional and enthusiastic individual. oDriven to succeed in a challenging and evolving environment. oFlexible, reliable, proactive team player
- oPractice and behaviour that is reflective of the trust values and emotionally intelligent. oSkilled in working effectively within and across teams. Able to work with a variety of people types. oSelf-starter who can prioritise a busy workload.
- oHighly effective interpersonal skills and an ability to build rapport quickly. oAble to motivate others and instil confidence. oMotivated and solution-focused approach. oTrustworthy, dependable team player
Other
Essential
- oThe post holder must be able work at different locations regionally across the Trust and other external locations.
Person Specification
Eduacation and Qualifications
Essential
- oEducated to GCSE level C or equivalent including Maths and English
- oUse of MS Office package including Word, PowerPoint, Excel, Email, Outlook diary
Desirable
- oNVQ 2/3 Business Administration or Equivalent
Experience
Essential
- oExperience in an administrative/secretarial role including diary management, and a basic knowledge of medical terminology. oExperience in handling sensitive/confidential information.
Desirable
- oExperience of working in a healthcare setting. oExperience of working in an Occupational Health setting oExperience of audio typing
Personal Attributes
Essential
- oHighly motivated, professional and enthusiastic individual. oDriven to succeed in a challenging and evolving environment. oFlexible, reliable, proactive team player
- oPractice and behaviour that is reflective of the trust values and emotionally intelligent. oSkilled in working effectively within and across teams. Able to work with a variety of people types. oSelf-starter who can prioritise a busy workload.
- oHighly effective interpersonal skills and an ability to build rapport quickly. oAble to motivate others and instil confidence. oMotivated and solution-focused approach. oTrustworthy, dependable team player
Other
Essential
- oThe post holder must be able work at different locations regionally across the Trust and other external locations.
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).
