Occupational Health Administrator

An exciting opportunity has arisen for a committed, enthusiastic and highly motivated administration assistant to join our Occupational Health department. 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 administrative services across the Worcestershire Acute Trust and also to its outside contracts which include Hereford, Warwick and Coventry.

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. We require a strong communicator and dedicated team player. Excellent IT and communication skills are essential for this role, along with an exemplary telephone manner. We can offer you a friendly and supportive work environment where your work is valued.

The successful applicant will be based in the Working Well Centre full time, covering office hours Monday to Friday, but will be required to travel to Warwick and Coventry.

• Provide a comprehensive reception, administration and clerical service for the occupational health and wellbeing team, in the coordination, provision and delivery of an effective, high quality occupational health and wellbeing service to clients and customers of the Working Well Occupational Health service.
• To receive clients and customers into the Working Well centre in a friendly and professional manner.
• Undertake efficient reception duties e.g. answering the phone, receiving people at the door and ensure the smooth running of clinics within the centre, directing individuals to the appropriate clinician and dealing with any queries arising from appointments, including taking payments where required and booking follow up appointments.
• Maintenance of Occupational Health records with particular reference to Occupational Health database Cority.
• Deal with telephone calls and emails courteously and relay messages in an efficient manner.
• Process key information onto the database Cority/files for new employees.
• Actively update any changes on personnel details e.g. surname, addresses, job titles, manager details.
• Arrange and send out a variety of appointments ensuring the departmental diaries are kept updated e.g. pre employment checks, vaccinations, sickness absence.
• To undertake other relevant clerical duties as required including: photocopying, receiving, sorting and distribution of mail, basic typing, arranging repairs, stock and equipment ordering and stationery orders.
• To be aware of and adhere to strict codes of confidentiality, data protection and information governance.
• Report any incidents of complaints and risks and refer on to management as appropriate.
• Contribute to and participate in any initiatives to improve the quality of the service.
• Contribute to a positive team culture and act in a manner that is in line with Trust values and maintains public reputation.

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 more than 7,000 strong and our caring staff are recognised as providing good and outstanding patient centred care. We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

• Being open and honest
• Ensuring people feel cared for
• Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement 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.

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary.

• Experience: Experience of working in a busy and demanding office/customer facing environment. Experience of using electronic systems. Experience of Microsoft Office products including Teams. Previous experience of working in an NHS Office environment. Experience in using computer programmes including health care IT systems.
• Qualifications: Good standard of general education to GCSE level or equivalent, including Maths and English Language. Good command of written English. NVQ Level 2 in administration.
• Other Job Requirements: Work with a high degree of confidentiality. May require occasional travel to other sites.
• Skills / Knowledge: Excellent customer care skills. Excellent telephone manner. Ability to adopt an appropriate style and method of communication and deal effectively with people. Ability to prioritise/work to deadlines within a busy office environment. Ability to work under pressure. Ability to work as part of a team. Flexible approach to work. Professional attitude towards service users. Knowledge of, and adherence to, General Data Protection Regulations 2018. Clear understanding of confidentiality and the importance of maintaining confidentiality for patients.

• Aware of self presentation.
• Self motivated.
• Enjoys working with people.
• Ability to use own initiative.
• Honest and accountable.

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.