Medical Secretary/Administrative Assistant

Job overview

The Medical Secretary/Administrative Assistant provides comprehensive secretarial and administrative support to the Occupational Health team to ensure that administrative aspects of the service run smoothly. In addition to Wrightington, Wigan & Leigh NHS Foundation Trust the Occupational Health service also provides services to a number of other external organisations. The nature of work is very diverse and highly confidential and can be physically demanding.

This position is based at: Occupational Health Wigan Investment Centre, Waterside Drive, Wigan, WN3 5BA.

Note: 2 x positions available.

1 x 37.5 hours per week - Permanent position

1 x 37.5 hours per week fixed term position (please note this position is currently pending authorisation).

Note to NHS Employees applying for a fixed term position:

NHS employees should obtain their manager's approval for a secondment before applying, as this will be a condition of any offer made. Although the post is currently advertised as a fixed-term position, there is a possibility that it could become permanent in the future without the need for re-advertisement.

Please indicate in your application which position you are willing to be considered for, or both if appropriate.

Please note that this vacancy may close early if a sufficient number of applications are received. We encourage interested candidates to apply promptly to avoid disappointment.

THIS VACANCY IS NOT ELIGIBLE FOR SPONSORSHIP.

Main duties of the job

• Provides comprehensive administrative and secretarial support to the Occupational Health team. This work is of a highly confidential nature relating to personal health records, medical reports and the handling of confidential correspondence.
• Typing (some audio) confidential reports for the Consultant Occupational Physician and Occupational Health Nurse Advisors. Typing/formatting reports as required for both medical and nursing staff. Medical reports can be detailed and intricate requiring concentration and attention to detail (e.g. include medical terminology and named drug references).
• Responding to and actioning e-mails or sending to the appropriate member if the team in a timely manner.
• Answer telephone enquiries, directing queries/messages to the appropriate member of the Occupational Health Team in a timely manner.
• Book and Change appointments in response to telephone calls, ensuring all data entries and documentation are changed accurately.
• Undertake reception duties i.e. run clinics, greet clients to the department, etc.
• Display a professional attitude at all times when dealing with the general public and colleagues alike whilst using effective communication skills to influence the outcome in issues causing concern.

Detailed job description and main responsibilities

• Maintains departmental appointment system/diary, sends out appointment letters, records referrals, prepares forms, etc, to ensure smooth running of Consultant Occupational Physician and Occupational Health Nurse Advisor clinics:
• Undertakes general office administration ie photocopying, sorting of post (incoming and outgoing),
• Organises/prioritises own workload.
• Ensures medical reports and clearances are returned to managers in line with specified tum round times.
• Monitors/follows-up requests for medical reports from General Practitioners/ Specialists to ensure Occupational Physicians have information required for clinics.
• Relieves and assists other clerical staff during periods of absence or additional workload to ensure continuity of administrative support.
• Assists with departmental projects dictated by Department of Health guidance.
• Create/send out memoranda to managers listing non-attendees for pre-employment health assessments, management referrals.
• To be responsible for the quality and accuracy of all data input of both written and electronic information that they are recording.
• Expedite General Practitioner/Specialist reports.
• Enter new starter health records onto Occupational Health database (Currently COHORT system) and produce 'fit slips' for recruiting managers.
• Produce vaccination history reports from the Occupational Health database when requested.
• Remove and destroy leaver files at the appropriate time.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.