Job summary
We are looking for an enthusiastic and self-motivated individual to join our Occupational Health (OH) Department. Based at our QEQM site, the post holder will be required to travel between all Trust sites as part of their role.
The OH Department provides a range of high-quality OH Services to staff at East Kent Hospitals, alongside supporting staff in other local NHS, public sector and commercial businesses. The reputation of our services relies on delivering a first-class service and the ideal candidate will have good administration skills and previous experience of customer service.
Main duties of the job
This post provides full administrative services to the Occupational Health Team, working with East Kent Hospitals University Trust staff, and other NHS clients within Kent to include Income Generation Clients.
About us
We are one of the largest hospital trusts in England, with three acute hospitals and community sites serving a local population of around 700,000.We also provide specialist services for Kent and Medway.
We care about our patients and our people. We are focused on providing outstanding, safe patient care, and a positive working culture that benefits staff and patients alike. With our emphasis on staff training and development, a staff support scheme that's second to none, and a healthy package of benefits, it's easy to put down roots in East Kent Hospitals.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Job description
Job responsibilities
- Undertake Reception duties on a daily basis. All callers to be treated with tact, discretion and courtesy, this will require the ability to exercise judgement when dealing with Trust Staff and Income Generation Clients needs when providing non-clinical information. To maintain confidentiality at all times.
- Answer telephone enquiries, take messages accurately; give information and advice (non-medical) in a manner responsive to the clients needs and in accordance with trust process.
- To process email enquiries received in the OH email account.
- To process documents received via the OH Portal.
- Make appointments for staff as directed using , ensuring maximum use is made of all clinical appointments and relevant documents are available to enable clinical decisions to be made.
- To undertake photocopying, scanning, sort and accurately circulate mai
- Accurate and timely data entry, electronic filing of OH medical notes using WinDip Software, and retrieval of notes as required
- Incoming and outgoing correspondence to be dealt with in an appropriate manner, using standard formats where indicated
- Assist in collection, collation and presentation of data for research/statistics as appropriate for decision-making and allow for forward planning of future services
- Ensure that stationery supplies are adequate and notify Administrator as and when re-stocking is required. Accept deliveries and ensure they are signed for
- Assist in the support of OH client portal to ensure client service satisfaction is maintained
- Provide cross site cover during periods of absence
- To undertake any other duties as appropriate to Band 2 criteria in order to fulfil the requirements of the servic
- To undertake any training relevant to the post including mandatory training
- To develop and maintain good working relationship with colleague
- To suggest improvements in services and procedures wherever possible
- The Post Holder will ensure compliance with the Trusts Risk Management Policies and Procedures. These describe the Trusts commitment to risk management, the recognition that or aim is to protect patients, staff and visitors from harm and stress that all staff have a responsibility to minimise risk.
Job description
Job responsibilities
- Undertake Reception duties on a daily basis. All callers to be treated with tact, discretion and courtesy, this will require the ability to exercise judgement when dealing with Trust Staff and Income Generation Clients needs when providing non-clinical information. To maintain confidentiality at all times.
- Answer telephone enquiries, take messages accurately; give information and advice (non-medical) in a manner responsive to the clients needs and in accordance with trust process.
- To process email enquiries received in the OH email account.
- To process documents received via the OH Portal.
- Make appointments for staff as directed using , ensuring maximum use is made of all clinical appointments and relevant documents are available to enable clinical decisions to be made.
- To undertake photocopying, scanning, sort and accurately circulate mai
- Accurate and timely data entry, electronic filing of OH medical notes using WinDip Software, and retrieval of notes as required
- Incoming and outgoing correspondence to be dealt with in an appropriate manner, using standard formats where indicated
- Assist in collection, collation and presentation of data for research/statistics as appropriate for decision-making and allow for forward planning of future services
- Ensure that stationery supplies are adequate and notify Administrator as and when re-stocking is required. Accept deliveries and ensure they are signed for
- Assist in the support of OH client portal to ensure client service satisfaction is maintained
- Provide cross site cover during periods of absence
- To undertake any other duties as appropriate to Band 2 criteria in order to fulfil the requirements of the servic
- To undertake any training relevant to the post including mandatory training
- To develop and maintain good working relationship with colleague
- To suggest improvements in services and procedures wherever possible
- The Post Holder will ensure compliance with the Trusts Risk Management Policies and Procedures. These describe the Trusts commitment to risk management, the recognition that or aim is to protect patients, staff and visitors from harm and stress that all staff have a responsibility to minimise risk.
Person Specification
Essential
Essential
- Educated to GCSE level with A-C grades in English and Maths or equivalent qualifications
- Excellent Communication Skills
- Reliable and good time keeper
Desirable
Desirable
- Ability to remain calm under pressure
- Demonstrate flexibility to adapt with the needs of a changing service
Person Specification
Essential
Essential
- Educated to GCSE level with A-C grades in English and Maths or equivalent qualifications
- Excellent Communication Skills
- Reliable and good time keeper
Desirable
Desirable
- Ability to remain calm under pressure
- Demonstrate flexibility to adapt with the needs of a changing service
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).
