Job summary
The vacancy is based within HWWB and the candidate should be enthusiastic, hardworking, self-motivated and committed. Candidates should have excellent communication skills and be able to work as part of a team. It is important that the successful candidate has a pleasant and courteous disposition, a polite telephone manner with a flexible attitude towards the demands of this post.The ideal candidate must be able to work as part of a team, use own initiative, be able to meet deadlines and work with all disciplines of staff. We are looking for a person who can work well under pressure and remain calm and confident in difficult situations.
Interview date: 26th June 2023
Main duties of the job
The successful applicant will be based within the HWWB department. Duties include: accurate data inputting, making appointments using COHORT and with direct communication with other NHS Trusts, responding efficiently and effectively to telephone calls and liaising with staff in the clinic including Doctors, Nurses and any other relevant staff.Direct communication is required with other departments in the hospital and also with Lead Employer Trainee doctors.
Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received, you are therefore advised to apply at your earliest convenience.
About us
St Helens & Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.
We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales, and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.
Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.
Our latest achievements include:
- Acute Trust of the Year - HSJ Awards November 2019
- Trust rates Outstanding by CQC - Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
- Best place to work in the North West (NHS Staff Survey 2021)
In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas.
- Standard of care
- Best place to work
- Care of patients being the Trust's priority
- Staff engagement
- Staff morale
- Compassionate and inclusive
- Providing a safe environment for staff
Benefits of working for us
We provide many benefits for staff. Please see attached Staff Wellbeing & Benefits booklet for more information. Accessible version available upon request.
Job description
Job responsibilities
KEY DUTIES
- To provide face to face reception duties.
- Ensure that all telephone enquiries to the department from both internal and external parties are handled courteously, effectively and efficiently e.g. employees, managers or prospective applicants.
- Support Health, Work and Wellbeing clinicians in the development of their knowledge of COHORT system.
- Ensure own work is carried out in accordance with Trust policies and procedures, checking with others where necessary.
- Provide basic advice about Health, Work and Wellbeing policies and procedures, referring employees and managers to the most appropriate source of information for their enquiry e.g. Trust Intranet, HR Direct, before transferring more complex enquiries to more senior members of the team.
- Process administrative support required for vaccination recalls, ensure that these are managed appropriately throughout the year.
- Maintain strict confidentiality within Health, Work and Wellbeing by ensuring that processes are followed to avoid any breaches of confidentiality.
- To maintain the efficiency of the department through timely filing, answering the telephone and photocopying information as required.
- To make appointments via the COHORT system and ensure that all information is up to date.
- Supporting the introduction of new online systems.
- The post holder will prioritise workloads and work to ensure that all referrals are allocated within the KPI requirements.
- To oversee the diaries of allocated clinicians to ensure that time is allocated in a suitable manner and reduce appointment wastage.
- Carry out general administration e.g. type letters, reports and take meeting action notes for Health, Work and Wellbeing groups as directed.
- The post holder will be required to maintain accurate records providing confidential, accurate and up to date information.
- Ensure that all information recorded on COHORT is accurate and appropriate.
- The post holder will work within strict timescales to ensure deadlines are consistently met.
- The post holder will maintain a good working relationship with colleagues across the Trust and Lead Employer Team.
- Organise and maintain effective provision of all aspects of administrative support.
- Monitoring work flow, highlight any reasons for delay in work flow to the systems manager.
- Liaising with GPs and Consultants for reports.
- Informing Lead Employer HR/managers of DNAs and making new appointments where necessary.
- Maintaining Health, Work and Wellbeing records e.g. amalgamating patient information.
- Ensuring the correct process is followed when copies of medical records are requested.
- Dealing with the post and allocating it to the correct member of the team.
- Update vaccination information on COHORT.
- Enter accurate and timely data onto COHORT information systems as directed ensuring data quality at all times.
- Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidentiality and Data Protection Policies.
- Maintain the confidentiality of individuals at all times when providing information for HR requests.
- Work in partnership with Health, Work and Wellbeing colleagues to optimise opportunities for working collaboratively towards the provision of integrated employment services.
- Proactively highlight peaks in work to the Systems Manager as appropriate.
- Work flexibly with Health, Work and Wellbeing administration team to plan workload to cover holidays or absence.
- To provide support generally and flexibly within the Health, Work and Wellbeing team, covering for other members of the team as required and any duties required as appropriate to the grade and experience of the job holder, which will be administered under the supervision of senior staff.
- Positively contribute to quality and efficiency of the Health, Work and Wellbeing team meetings.
- Ownership of processes with the team to ensure that the post holder has a clear understanding of policies and procedures.
Job description
Job responsibilities
KEY DUTIES
- To provide face to face reception duties.
- Ensure that all telephone enquiries to the department from both internal and external parties are handled courteously, effectively and efficiently e.g. employees, managers or prospective applicants.
- Support Health, Work and Wellbeing clinicians in the development of their knowledge of COHORT system.
- Ensure own work is carried out in accordance with Trust policies and procedures, checking with others where necessary.
- Provide basic advice about Health, Work and Wellbeing policies and procedures, referring employees and managers to the most appropriate source of information for their enquiry e.g. Trust Intranet, HR Direct, before transferring more complex enquiries to more senior members of the team.
- Process administrative support required for vaccination recalls, ensure that these are managed appropriately throughout the year.
- Maintain strict confidentiality within Health, Work and Wellbeing by ensuring that processes are followed to avoid any breaches of confidentiality.
- To maintain the efficiency of the department through timely filing, answering the telephone and photocopying information as required.
- To make appointments via the COHORT system and ensure that all information is up to date.
- Supporting the introduction of new online systems.
- The post holder will prioritise workloads and work to ensure that all referrals are allocated within the KPI requirements.
- To oversee the diaries of allocated clinicians to ensure that time is allocated in a suitable manner and reduce appointment wastage.
- Carry out general administration e.g. type letters, reports and take meeting action notes for Health, Work and Wellbeing groups as directed.
- The post holder will be required to maintain accurate records providing confidential, accurate and up to date information.
- Ensure that all information recorded on COHORT is accurate and appropriate.
- The post holder will work within strict timescales to ensure deadlines are consistently met.
- The post holder will maintain a good working relationship with colleagues across the Trust and Lead Employer Team.
- Organise and maintain effective provision of all aspects of administrative support.
- Monitoring work flow, highlight any reasons for delay in work flow to the systems manager.
- Liaising with GPs and Consultants for reports.
- Informing Lead Employer HR/managers of DNAs and making new appointments where necessary.
- Maintaining Health, Work and Wellbeing records e.g. amalgamating patient information.
- Ensuring the correct process is followed when copies of medical records are requested.
- Dealing with the post and allocating it to the correct member of the team.
- Update vaccination information on COHORT.
- Enter accurate and timely data onto COHORT information systems as directed ensuring data quality at all times.
- Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidentiality and Data Protection Policies.
- Maintain the confidentiality of individuals at all times when providing information for HR requests.
- Work in partnership with Health, Work and Wellbeing colleagues to optimise opportunities for working collaboratively towards the provision of integrated employment services.
- Proactively highlight peaks in work to the Systems Manager as appropriate.
- Work flexibly with Health, Work and Wellbeing administration team to plan workload to cover holidays or absence.
- To provide support generally and flexibly within the Health, Work and Wellbeing team, covering for other members of the team as required and any duties required as appropriate to the grade and experience of the job holder, which will be administered under the supervision of senior staff.
- Positively contribute to quality and efficiency of the Health, Work and Wellbeing team meetings.
- Ownership of processes with the team to ensure that the post holder has a clear understanding of policies and procedures.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or equivalent experience
Desirable
- NVQ Level 3 or equivalent qualification
- RSA2, CLAIT or ECDL
Knowledge
Essential
- Experience of working with Microsoft Office
Desirable
- Experience of Databases
- Experience of working with the NHS
- Experience of Health, Work and Wellbeing
- Audio typing
- Working knowledge of the Cohort (Occupational Health Software solutions) system
Skills
Essential
- Ability to manage own workload
- Ability to use initiative
- Ability to maintain strict confidentiality
- Excellent communication skills
- Good interpersonal skills
- Ability to make informed decisions about prioritising tasks
- Good organisational skills
- Attention to detail
- Ability to work to strict deadlines in a busy environment
Desirable
- Knowledge of Health, Work and Wellbeing systems and processes
Other
Essential
- Ability to work flexibly as part of a team
- Ability to identify and solve problems, escalating to management as appropriate
Desirable
- Keen to learn and develop skills and knowledge
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or equivalent experience
Desirable
- NVQ Level 3 or equivalent qualification
- RSA2, CLAIT or ECDL
Knowledge
Essential
- Experience of working with Microsoft Office
Desirable
- Experience of Databases
- Experience of working with the NHS
- Experience of Health, Work and Wellbeing
- Audio typing
- Working knowledge of the Cohort (Occupational Health Software solutions) system
Skills
Essential
- Ability to manage own workload
- Ability to use initiative
- Ability to maintain strict confidentiality
- Excellent communication skills
- Good interpersonal skills
- Ability to make informed decisions about prioritising tasks
- Good organisational skills
- Attention to detail
- Ability to work to strict deadlines in a busy environment
Desirable
- Knowledge of Health, Work and Wellbeing systems and processes
Other
Essential
- Ability to work flexibly as part of a team
- Ability to identify and solve problems, escalating to management as appropriate
Desirable
- Keen to learn and develop 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.
Employer details
Employer name
St Helens and Knowsley Teaching Hospitals NHS Trust
Address
Nighingale House, Whiston Hospital
Warrington Road
Prescot
L35 5DR
Employer's website
https://www.sthk.nhs.uk (Opens in a new tab)
