About this role
Job summary
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.
About us
South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust have come together to form University Hospitals Tees. As a result, post holders may be required to work across sites within both organisations.
Across University Hospitals Tees, our ambition is to be the best place to work, ensuring we have the right staff in the right roles at the right time to deliver outstanding patient care and experience.
We are committed to supporting our staff through an inclusive and supportive working environment, offering health and wellbeing initiatives, staff benefits, and opportunities for personal and professional development.
We are committed to fostering an inclusive recruitment process and welcome applications from suitably qualified candidates, including those who first language is not English.
We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
Job description Job responsibilities
Please see the full job description and person specification document(s) attached for main responsibilities of the role.
Person Specification
Knowledge and Skills Essential
Working knowledge of Microsoft Office applications Word, Excel, Outlook. GDPR awareness. Strong verbal and written communication skills. Proven organisational skills and ability to multi-task and prioritise. workload with interruptions and changing priorities.
Qualifctions and Training Essential
GCSE or equivalent including English and Maths or equivalent experience. NVQ3 level Secretarial or Business Administrative qualification, or equivalent level of demonstrable experience (using the 'knowledge and skills' criteria above)
Experience Essential
Previous office experience.
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.
Employer details Employer name South Tees Hospitals NHS Foundation Trust
Address University Hospital Tees
Marton Road
Middlesbrough
TS4 3BW
United Kingdom
Employer's website https://www.southtees.nhs.uk/ (Opens in a new tab)