Occupational Health System Support Officer

Job overview

This post is to provide administrative and digital systems support to the Occupational Health Administration Manager and Clinical Team.

This is a fixed term for 14 months to cover the needs of the service

Main duties of the job

The role includes database management, data analysis, service improvement tasks and supporting the delivery of a professional efficient and digitally focused Occupational Health Service.

A significant component of the role involves the use of the Occupational Health database (OPAS G2), electronic workflows and the production of reports, requiring strong IT capability and confidence using digital systems.

Facilitate support for service improvement, assist in creating new working methods, data collection together with administrative clerical support, responding to enquiries, telephone, electronic and verbal.

To undertake general Occupational Health administrative duties as required, this may include reception duties.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac

Service Support

• Provide administrative, clerical and system-based support to the administrative and clinical teams.
• Works independently, reporting to the Administration Manager and prioritises tasks in line with service needs. Making adjustments to meet a variable workload to meet the needs of the service.
• Ensure duties are carried out in line with Health Board policies, standards and quality requirements.
• Maintain a paper-free working approach wherever possible.

Digital & IT responsibilities

• Undertaking routine an advanced tasks within OPAS G2, including updating communication records, creating and managing activities, running reports and data extracts, supporting programmes of work and clinics.
• Act as first point of contact for database queries in the absence of the Administration Manager.
• Maintain accuracy and integrity of all departmental electronic information systems.
• Support users with IT system navigation, resolving basic issues and escalating complex problems.
• Assist with testing system updates, revising processes and contributing to service improvements involving digital systems.
• Produce high quality data outputs for managers, including graphs, pivot tables, KPI dashboards, Quarterly performance data.
• Extract, interpret and analyse data from OH systems to support reporting to clinical leads, the Head of Service and Welsh Government.
• Input, validate and quality-check electronic data to ensure compliance with data governance standards.
• Support the maintenance and updating of intranet pages and digital resources.

Service Improvement

• Contribute to discussions regarding proposed service changes. Propose and implement changes to procedures and policies for own work area.
• Participate in All-Wales Task & Finish groups.
• Assist with discrete projects within the service improvement agenda.
• Contribute to audits and research as required.

Communication

• Maintain effective communication with colleagues and relay information accurately and in a timely manner.
• Liaise professionally with service users, including staff, managers and external departments such as Infection Prevention & Control, Health & Safety Workforce.
• Provide support and guidance to staff regarding system processes.
• Provide administrative support to the Health Promotion programme, including intranet updates.