Occupational Health Administrator
Job summary
The post holder will be working in a busy Occupational Health and Wellbeing Department based at St Mary's Hospital, Kettering. They will be part of a team which provides a fully integrated Occupational Health & Wellbeing Service to the staff of Northamptonshire Healthcare NHS Foundation Trust and other contracted clients.
Main duties of the job
Data entry into various computer systems.
Support at meetings, take minutes, record actions, and follow up.
Plan & organise OH clinics, appointments, with many being complex requiring judgement of the relevant clinicians.
Copy or audio typing Occupational Health Consultant and Occupational Health Advisors confidential reports.
Book appointments for NHFT staff with the OH clinical team in the OH software system (Cority).
If dealing with complex queries liaise with appropriate team members when needed.
Provide regular reports via Cority for the NHFT recruitment team.
Support our staff technically to access immunisation records form Cority or to submit referrals/questionnaires via Cority.
Receive and manage sensitive and confidential information via phone/email or reports.
Implement/review admin SOPs.
Monitoring and ordering (via supply chain/Agresso) of physical assets i.e. stationery, office equipment, clinic stock.
Please note this is not an exhaustive list of duties and responsibilities of the post. The post holder may be required to undertake other duties as may reasonably be required commensurate with the grade and/or hours of work at the post holders initial place of work or at any other of the Trust's establishments.
About us
NHFT is an NHS Community and Mental Health Foundation Trust, providing physical, mental health and specialty services in hospital settings and in the community. We provide over 200 services across the county - as well as some specialist services in bordering and nearby counties. We work together with our partners to ensure that everyone who comes through our doors receives compassionate, person-centred care, regardless of their background or circumstances.
NHFT promotes a culture of learning, to improve the care and safety of our patients and colleagues. We have achieved our 'outstanding' rating by encouraging opportunity, innovation, development and growth across our workforce.
At NHFT we believe that work should be rewarded in every sense which is why we are proud to an accredited living wage employer.
We aim to support financial wellbeing and create an environment where are people feel valued and able to thrive.
Job description
Job responsibilities
As part of the team the post holder be responsible for:
Data entry into various computer systems.
Support at meetings, take minutes, record actions, and follow up.
Plan & organize clinics, appointments, with many being complex requiring judgement of the relevant clinicians.
Copy or audio typing Occupational Health Consultant and Occupational Health Advisors confidential reports.
Organisation of several types of OH clinics and adjust them where and when needed.
To book appointments for NHFT staff with the OH clinical team in the OH software system (Cority).
Dealing with the not so straightforward queries in line with department SOPs and liaising with appropriate team member when needed.
Provide regular reports via Cority for the NHFT recruitment team.
Support our staff technically to access immunisation records form Cority or to submit referrals/questionnaires via Cority.
Receive and manage sensitive and confidential information via phone/email or reports.
Implement/review admin SOPs.
Monitoring and ordering of some physical assets i.e. stationery, office equipment, clinic stock.
Ordering via supply chain/Agresso.
Manage OH asset register to ensure medical equipment is serviced and calibrated as required for trust assurance purposes in relation to health surveillance.
Help to developing and implementing clerical systems.
Photocopying, filing, and retrieving medical notes and documentation as required.
To receive telephone calls, take and deliver messages in an efficient, accurate and timely manner.
To answer queries and direct them to appropriate person
Open and distribute incoming post and prepare outgoing post for dispatch.
To arrange clinical note storage and archiving as required.
To take responsibility for health and safety aspects of own work and environment, ensuring security is maintained within the department in line with Trust Policies and Procedures.
Be responsible and accountable for all aspects of own workload with supervision.
Person Specification
Qualifications
- English GCSE grade 4 to 9 or equivilent
Experience
- experience of working with microsoft office
- experience of working in a office environment with a clear understanding of administrative processes and procedures
- experience of working in admin in NHS
- experience of working with systm one
- experience of working with Occupational Health software systems such as Cority
Skills
- Ability to prioritise and deliver work of a high quality to tight timescales and to manage conflicting priorities
- diary and time management skills
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.
Certificate of Sponsorship
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.
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.
Employer details
Employer name
Northamptonshire Healthcare Foundation Trust
Address
Occupational Health Department, St.Marys Hospital
London Road
Kettering
NN15 7PW
United Kingdom
Employer's website
https://www.nhft.nhs.uk/