Occupational Health Administrator

Job overview

• The Occupational Health and Wellbeing Team provides a service to over 16,000 internal staff. Clinic capacity must be managed by the Occupational Health Administrator to ensure diaries are maintained and utilised appropriately.
• The post holder will provide general secretarial support to clinical team members across the UHT Occupational Health service.
• The post holder will support clinical staff in producing high quality reports/outputs, this will be achieved by proofing documents and formatting documents to a high standard, in line with SOP produced and agreed by Occupational Health leadership team.
• The postholder will be required to work on their own initiative and communicate with employees and clients in a sensitive manner. They may be expected to contribute to the reception service, ensuring customer service needs are met in full. They will also be required to be involved in staff supervision within the administration team.

Main duties of the job

• To be responsible for organising and planning clinics for the Occupational Health clinical team, to deal with any relevant correspondence for appointments appropriately.
• To allocate clinics to the various members of the UHT Occupational Health team and adjust accordingly at short notice to ensure the needs of the service are always met.
• To co-ordinate and lead on health screening processes for patients, ensuring time frames are met whilst providing continuous communication throughout.
• To provide results of health screening in a timely manner using a safe and sensitive method for transporting personal data.
• To work autonomously without supervision, managing own workload and making appropriate judgements on a range of matters concerned with clinic co-ordination.
• To respond to email and incoming mail taking appropriate action to ensure clinics run smoothly eg following up GP reports ahead of clinics, dealing with medical records requests appropriately etc.
• To co-ordinate and lead the Trust’s vaccination/immunisation recall programme including the production of regular reports.
• To prepare and complete confidential medical files for Occupational Health clinics and ensure records are filed effectively in accordance with Group Policies and in compliance with General Data Protection Regulations.

Detailed job description and main responsibilities

Please see the full job description and person specification document(s) attached for main responsibilities of the role.