Must be able to start within two weeks.

MAIN PURPOSE OF JOB
On-site administrator for an NHS Trust contract providing Occupational Health services to employees, working autonomously, answering phone, making diary appointments, processing blood results and health questionnaires.

To provide administrative support and co-ordinate the activity (diary management) for the Occupational Health Clinical Team based on-site, to include two Occupational Health Advisors, a Physician and a Physiotherapist.

To liaise with the Trust’s HR teams and managers, external physicians, counsellors and physiotherapists to ensure the efficient operation of the Occupational Health Service.

The post holder will need to have very good organisational skills with at least three years recent administration experience, be IT literate with a good knowledge of Microsoft office packages and be willing to learn the OH software package (Cohort).

DUTIES AND RESPONSIBILITIES

Operations:
• Be responsible for co-ordination of the activity (diaries management) for the occupational health clinical team.
• Review current administration procedures and identify ways that processes can be made more efficient.
• Manage the recall programmes for routine health surveillance and vaccination appointments.
• Ensure the best use of the OH IT system is being achieved to meet the developing business needs.
• Take responsibility for the routine maintenance of the OH IT system to include uploading of new employee data sets, registering new staff, removal of leavers from the live data sets and any other system administration required.
• Assist with auditing compliance with the OH IT system, so that any user issues are identified and corrected at an early stage.
• Assist the clinical team with any administrative duties as required.
• Work with the OH senior team to set up the reporting module templates to meet all regular OH reporting requirements.
• Assist with the production of regular reports for clients as required.
• Ensure correct receipt, processing and storage of confidential medical information.
• Be responsible for preparation, collation and distribution of documents, information and statistics relating to occupational health.
• Produce standard correspondence and undertake general admin duties.
• Keep effective filing systems and archiving of documents, compliant with relevant Data Protection procedures.
• Ensure relevant information is disseminated to the various professionals in a timely and accurate manner.
• Maintain an inventory and procure equipment and consumables ensuring adequate levels of stocks are available.
• Receive telephone calls, resolve enquiries or where appropriate, direct or escalate to the relevant person.
• Prioritise workloads in order to meet service level agreements.

General:
• Act at all times in a professional manner, and be an effective ambassador for the OHWorks brand.
• Work within the boundaries of medical confidentiality and be willing to sign a confidentiality agreement at the beginning of employment.
• Undertake any additional responsibilities as may be reasonably required.

PERSONAL SPECIFICATION

The post holder will be in a key position as the first point of contact for the OH service.

Essential:
• At least three years recent experience working as an administrator.
• Used to working in a busy office environment.
• Must be able to work alone with little supervision.
• Good interpersonal and communication skills with a ‘can do’ attitude.
• Good organisational skills.
• Excellent written and spoken English.
• Good attention to detail and accuracy is required.
• A team player, but able to work on their own initiative and be self-sufficient.
• Strong IT skills with a good knowledge of Microsoft office and a willingness to develop their IT skills further, becoming the department expert on the use of Cohort, the OH IT system (training will be provided on Cohort).
• Flexible and positive approach to work.

Desirable:
Previous experience of working in a healthcare related role and specifically within an Occupational Health team would be an advantage.

‪To register your interest in this role, please send your CV, together with a covering letter. ‬‬‬‬‬‬‬

OHWorks Ltd is committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.