Job summary
To provide administrative support to the Occupational Health Department. The post holder will undertake a range of administrative duties including electronic record keeping, filing, scanning, data collection and photocopying. The post holder will also be trained to work on the Reception Desk which will involve meeting and talking with patients as well as booking/re-booking/moving appointments. The post holder will also be responsible for processing activity from the Spoke sites and deal with various queries arising from the external contract work.
Main duties of the job
Main Duties and Responsibilities
- Scanning of clinical correspondence in patient case notes.
- Process requests for Vaccination Details ensuring payment has been made.
- Locating & tracking physical files where these are retrieved for scanning/termination
- Generating Appointment Reminder data file
- Printing of labels for OH Nurses.
- To run errands as appropriate.
- Photocopying, faxing, laminating and binding of all necessary documentation and keeping departmental Supplies up to date.
- Opening and sorting of mail.
- Occupational Health Reception
- Answering Reception phone calls & voice mail retrieval.
- Process Referrals/Health Questionnaires
- Generate Management Reports
- Updating electronic diary with clinical availability
- Managing diary changes
- Monitoring usage and preparing off site clinics
- Preparing Daily Clinic Sheets
- System Data Integrity checks
- General administration duties within the Department as required.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
Our mission is to make a difference every day. Our values are that we care, we respect, and we listen
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
The salary for the role is only one part of the excellent package of benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
Main Duties and Responsibilities
- Scanning of clinical correspondence in patient case notes.
- Process requests for Vaccination Details ensuring payment has been made.
- Locating & tracking physical files where these are retrieved for scanning/termination
- Generating Appointment Reminder data file
- Printing of labels for OH Nurses.
- To run errands as appropriate.
- Photocopying, faxing, laminating and binding of all necessary documentation and keeping departmental Supplies up to date.
- Opening and sorting of mail.
- Occupational Health Reception
- Answering Reception phone calls & voice mail retrieval.
- Process Referrals/Health Questionnaires
- Generate Management Reports
- Updating electronic diary with clinical availability
- Managing diary changes
- Monitoring usage and preparing off site clinics
- Preparing Daily Clinic Sheets
- System Data Integrity checks
- General administration duties within the Department as required.
Communications
- To communicate with all Occupational health staff, all other hospital staff, External Companies, Other NHS Professionals, Patients and other users of the Occupational Health service.
- Deal with telephone calls and take action appropriately.
Responsibility for Patient Care
- To be responsible for ensuring that patient notes are scanned on to the correct patient record
- To pay attention to detail with patient administration and secretarial duties.
- Have a professional attitude when dealing with patients either face to face or on the telephone.
- Having a high regard for data quality, confidentiality and Data Protection.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Job description
Job responsibilities
Main Duties and Responsibilities
- Scanning of clinical correspondence in patient case notes.
- Process requests for Vaccination Details ensuring payment has been made.
- Locating & tracking physical files where these are retrieved for scanning/termination
- Generating Appointment Reminder data file
- Printing of labels for OH Nurses.
- To run errands as appropriate.
- Photocopying, faxing, laminating and binding of all necessary documentation and keeping departmental Supplies up to date.
- Opening and sorting of mail.
- Occupational Health Reception
- Answering Reception phone calls & voice mail retrieval.
- Process Referrals/Health Questionnaires
- Generate Management Reports
- Updating electronic diary with clinical availability
- Managing diary changes
- Monitoring usage and preparing off site clinics
- Preparing Daily Clinic Sheets
- System Data Integrity checks
- General administration duties within the Department as required.
Communications
- To communicate with all Occupational health staff, all other hospital staff, External Companies, Other NHS Professionals, Patients and other users of the Occupational Health service.
- Deal with telephone calls and take action appropriately.
Responsibility for Patient Care
- To be responsible for ensuring that patient notes are scanned on to the correct patient record
- To pay attention to detail with patient administration and secretarial duties.
- Have a professional attitude when dealing with patients either face to face or on the telephone.
- Having a high regard for data quality, confidentiality and Data Protection.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Person Specification
Education and Qualifications
Essential
- Good general education - minimum 4 GCSE passes or equivalent including Maths and English
- NVQ Level 3 in Business Administration or equivalent experience
Knowledge
Essential
- Extensive knowledge on Microsoft Office including Word and Excel
- A good awareness and understanding of issues surrounding diversity and patient involvement
Desirable
- Knowledge of working in the NHS
Experience
Essential
- Previous office/admin experience
- Able to demonstrate good communication and interpersonal skills
Desirable
- Working within an NHS environment - ideally Occupational Health
Skills
Essential
- Word processing and advanced IT skills with Microsoft Office
- Strong communication skills
- Well organised and methodical
- Innovative
- Motivated
Person Specification
Education and Qualifications
Essential
- Good general education - minimum 4 GCSE passes or equivalent including Maths and English
- NVQ Level 3 in Business Administration or equivalent experience
Knowledge
Essential
- Extensive knowledge on Microsoft Office including Word and Excel
- A good awareness and understanding of issues surrounding diversity and patient involvement
Desirable
- Knowledge of working in the NHS
Experience
Essential
- Previous office/admin experience
- Able to demonstrate good communication and interpersonal skills
Desirable
- Working within an NHS environment - ideally Occupational Health
Skills
Essential
- Word processing and advanced IT skills with Microsoft Office
- Strong communication skills
- Well organised and methodical
- Innovative
- Motivated
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).
