Job summary
We have a fantastic opportunity for a full time administration team leader to join the busy Occupational Health Department. This is a fixed term post to cover maternity leave for 1 year.
The successful applicant will support our administration function as well as a team of clinicians and ensure the smooth running of our admin team function. We
are looking for a customer focussed, self-motivated, committed individual who
will contribute to the positive, can do approach of our team.
You
will be working closely with and supporting the Occupational
Health team in delivering quality services
across the Worcestershire Acute Trust and also to its outside contracts.
You
will require excellent IT and interpersonal skills. The successful candidate must be able to prioritise their own workload and that of others and will require a flexible approach to their duties.
The post will be based in the Working
Well Centre covering office hours Monday to Friday
Main duties of the job
To provide leadership and support to the
Administration Team to ensure all Occupational Health administration functions
are delivered and maintained to a high standard.
To work closely with the Senior Administrators to support the business objectives of the
department, contributing to the overall success and effectiveness of
Occupational Health services.
See job description for further details
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Job
Purpose:
To provide leadership and support to the
Administration Team to ensure all Occupational Health administration functions
are delivered and maintained to a high standard.
To work closely with the Senior Administrators to support the business objectives of the
department, contributing to the overall success and effectiveness of
Occupational Health services.
Key
Duties:
Team Supervision & Support: Line manage the administrative team, providing
direct supervision through regular 1:1s, wellbeing check-ins, appraisals, and
overseeing absence management. Ensure the teams performance is aligned with
departmental goals, providing support and development as needed.
Administrative Coordination: Work with the Senior Administrators to coordinate
and support all administrative tasks within the department, regularly reviewing
and refining current processes to ensure efficiency, effectiveness, and
continuous improvement. Implement changes to enhance workflow and service
delivery.
Handling
Complex Enquiries: Act as the first
point of contact for complex enquiries from patients, carers, and
professionals. Handle sensitive situations, providing accurate information and
support, and liaising with GPs, internal departments, and external
organisations as required.
Departmental Processes: Oversee the Ill Health Retirement process, ensuring
both ongoing and new applications are managed smoothly and in accordance with
established procedures. Oversee timely and accurate processing of Subject
Access Requests (SARs) while maintaining compliance with relevant regulations
and timeframes.
Non-Clinical Audits: Participate in and contribute to non-clinical audits, providing data
and insights where needed to support continuous improvement. Ensure that audit
findings are acted upon to improve service delivery and adherence to best
practices.
Supplies & Maintenance: Maintain adequate stationery supplies for the
department and ensure that maintenance requests are monitored and followed
through.
Quarterly
Invoicing: Run quarterly invoicing
procedures, ensuring accurate invoicing and supporting documentation is
provided. Collaborate with Senior Administrators to ensure all financial
procedures are followed correctly. Additionally, support the preparation of
quarterly reports on service use and performance metrics.
Meeting Support:
Attend business and service meetings, contributing to discussions and decision
making as needed. Prepare meeting agendas, take minutes, and follow up on
action items to ensure key tasks and decisions are documented and implemented.
Policy & Procedure Support: Assist the OH Manager in the development,
maintenance, and review of non-clinical policies and procedures. Ensure that
policies are current, accurate, and aligned with organisational standards.
Training &
Development: Participate in training
opportunities to develop skills and stay updated on relevant practices and
regulations. Collaborate with other colleagues to share information, best
practices
Job description
Job responsibilities
Job
Purpose:
To provide leadership and support to the
Administration Team to ensure all Occupational Health administration functions
are delivered and maintained to a high standard.
To work closely with the Senior Administrators to support the business objectives of the
department, contributing to the overall success and effectiveness of
Occupational Health services.
Key
Duties:
Team Supervision & Support: Line manage the administrative team, providing
direct supervision through regular 1:1s, wellbeing check-ins, appraisals, and
overseeing absence management. Ensure the teams performance is aligned with
departmental goals, providing support and development as needed.
Administrative Coordination: Work with the Senior Administrators to coordinate
and support all administrative tasks within the department, regularly reviewing
and refining current processes to ensure efficiency, effectiveness, and
continuous improvement. Implement changes to enhance workflow and service
delivery.
Handling
Complex Enquiries: Act as the first
point of contact for complex enquiries from patients, carers, and
professionals. Handle sensitive situations, providing accurate information and
support, and liaising with GPs, internal departments, and external
organisations as required.
Departmental Processes: Oversee the Ill Health Retirement process, ensuring
both ongoing and new applications are managed smoothly and in accordance with
established procedures. Oversee timely and accurate processing of Subject
Access Requests (SARs) while maintaining compliance with relevant regulations
and timeframes.
Non-Clinical Audits: Participate in and contribute to non-clinical audits, providing data
and insights where needed to support continuous improvement. Ensure that audit
findings are acted upon to improve service delivery and adherence to best
practices.
Supplies & Maintenance: Maintain adequate stationery supplies for the
department and ensure that maintenance requests are monitored and followed
through.
Quarterly
Invoicing: Run quarterly invoicing
procedures, ensuring accurate invoicing and supporting documentation is
provided. Collaborate with Senior Administrators to ensure all financial
procedures are followed correctly. Additionally, support the preparation of
quarterly reports on service use and performance metrics.
Meeting Support:
Attend business and service meetings, contributing to discussions and decision
making as needed. Prepare meeting agendas, take minutes, and follow up on
action items to ensure key tasks and decisions are documented and implemented.
Policy & Procedure Support: Assist the OH Manager in the development,
maintenance, and review of non-clinical policies and procedures. Ensure that
policies are current, accurate, and aligned with organisational standards.
Training &
Development: Participate in training
opportunities to develop skills and stay updated on relevant practices and
regulations. Collaborate with other colleagues to share information, best
practices
Person Specification
Experience
Essential
- Previous experience in a busy office environment, demonstrating customer service and administrative skills.
- Proven experience in managing or supervising a team, with a focus on supporting team members and ensuring task completion.
- Experience working in a healthcare or Occupational Health setting is highly desirable, but not essential.
- Experience in handling complex enquiries and liaising with external organisations.
- Knowledge of invoicing and basic financial procedures in a large organisation
Desirable
- Experience working with healthcare administration systems or Occupational Health processes.
- Demonstrated ability to implement process improvements or lead small projects
Skills and knowledge
Essential
- Excellent customer service skills and professional telephone manner, with the ability to address sensitive issues calmly.
- Strong written and verbal communication skills, with the ability to communicate effectively at all levels.
- Exceptional attention to detail and accuracy, particularly in handling confidential information.
- Highly organised with the ability to prioritise tasks and work under pressure in a fast-paced environment.
- Ability to adapt quickly to changing demands and proactively solve problems.
- Strong team ethic, with the ability to work both independently and collaboratively.
- Ability to manage and resolve challenging situations with professionalism and empathy.
- Knowledge of data protection regulations and confidentiality practices within the workplace.
- Proficient keyboard skills and advanced knowledge of Microsoft Office, particularly Excel for reporting and data management.
- Financial knowledge.
Personal Qualities
Essential
- Confident and approachable demeanour, with strong interpersonal skills.
- Compassionate, respectful, and sensitive when dealing with others.
- Self-aware, proactive, and committed to continuous personal and professional development.
- Flexible approach to work with a willingness to adapt and take on new challenges.
- Receptive to feedback and committed to improving performance
Desirable
- A genuine desire to develop professionally and support team growth.
Qualifications
Essential
- Educated to GCSE Grade C or equivalent, including English and Maths.
- Proficient in IT, including all Microsoft Office programs (Word, Excel, PowerPoint, Teams).
- NVQ Level 3 or equivalent qualification in administration or relevant field.
- Strong administrative and organisational skills.
Desirable
- Additional qualifications exceeding Level 3 in Business Administration
Person Specification
Experience
Essential
- Previous experience in a busy office environment, demonstrating customer service and administrative skills.
- Proven experience in managing or supervising a team, with a focus on supporting team members and ensuring task completion.
- Experience working in a healthcare or Occupational Health setting is highly desirable, but not essential.
- Experience in handling complex enquiries and liaising with external organisations.
- Knowledge of invoicing and basic financial procedures in a large organisation
Desirable
- Experience working with healthcare administration systems or Occupational Health processes.
- Demonstrated ability to implement process improvements or lead small projects
Skills and knowledge
Essential
- Excellent customer service skills and professional telephone manner, with the ability to address sensitive issues calmly.
- Strong written and verbal communication skills, with the ability to communicate effectively at all levels.
- Exceptional attention to detail and accuracy, particularly in handling confidential information.
- Highly organised with the ability to prioritise tasks and work under pressure in a fast-paced environment.
- Ability to adapt quickly to changing demands and proactively solve problems.
- Strong team ethic, with the ability to work both independently and collaboratively.
- Ability to manage and resolve challenging situations with professionalism and empathy.
- Knowledge of data protection regulations and confidentiality practices within the workplace.
- Proficient keyboard skills and advanced knowledge of Microsoft Office, particularly Excel for reporting and data management.
- Financial knowledge.
Personal Qualities
Essential
- Confident and approachable demeanour, with strong interpersonal skills.
- Compassionate, respectful, and sensitive when dealing with others.
- Self-aware, proactive, and committed to continuous personal and professional development.
- Flexible approach to work with a willingness to adapt and take on new challenges.
- Receptive to feedback and committed to improving performance
Desirable
- A genuine desire to develop professionally and support team growth.
Qualifications
Essential
- Educated to GCSE Grade C or equivalent, including English and Maths.
- Proficient in IT, including all Microsoft Office programs (Word, Excel, PowerPoint, Teams).
- NVQ Level 3 or equivalent qualification in administration or relevant field.
- Strong administrative and organisational skills.
Desirable
- Additional qualifications exceeding Level 3 in Business Administration
