Overview
The post holder will work alongside a team of Occupational Health secretaries to provide full and comprehensive administrative and clerical support to the multi-disciplinary, collaborative Cardiff and Vale UHB/Cwm Taf Morgannwg UHB Occupational Health (OH) Services.
The role will involve the preparation of notes for clinics, booking of appointments, responding to emails, answering and dealing with telephone queries from employees, line managers and other organisational staff members, and data inputting. This post is fixed term for 12 months to cover maternity.
Main duties
A significant part of the post holder's time will be spent on reception duties where a friendly and outgoing nature and pleasant telephone manner are crucial. Basic keyboard skills are essential and training on the Occupational Health IT system, OPAS-G2, will be provided.
Attend regular team briefing meetings with the OH secretaries and Office Manager as well as part of the wider OH team. The post holder will be expected to follow the University Health Board and Departmental operating procedures. Prioritise workload and schedules, and work within clearly defined operational policies. The post holder will, when dealing with enquiries, be expected to work using their own initiative and within the Departments standards, policies and procedures.
Job responsibilities
* Manning of the reception desk on a daily basis, providing a professional and welcoming manner to those members of staff who access the service.
* Answering and actioning any telephone queries from employees/clients, line managers and other CTM staff members on a regular basis. Recording all relevant telephone queries in the departments message books.
* To access daily the services generic email system processing any referrals and queries appropriately and in line with the departments agreed protocols
* Booking, cancelling and re-arranging client appointments by using the Occupational Health specific IT system, OPAS-G2.
* Inputting of data into the OPAS-G2 system including forms and paperwork.
* Scheduling and booking of department meetings
* Attendance at team briefings and departmental meetings as required
* Planning and prioritising own work effectively with good time management skills under the guidance of the Officer Manager and OH Secretaries.
* Compiling the weekly staff calendar pulling information from the staff electronic calendars.
* Being flexible and work as a team with peers in order to ensure administrative cover is provided across the whole of the Occupational Health Service.
* Providing assistance to the OH Secretaries and the Office Manager as necessary.
* Provision of general office duties such as opening and distributing the mail, photocopying, scanning, faxing and filing.
* Ensuring all information is accurately recorded and saved in accordance with relevant legislation e.g. the data protection Act and the GDPR 2018.
* Deal sensitively and compassionately with employees/clients in person and via the telephone.
* To undertake all other duties and when required refer to the Medical Secretaries and the Office Manager.
* To be able to assess and use judgement skills for seeking advice when dealing with urgent telephone calls.
* To prioritise workload to accommodate deadlines and targets.
* To assist in departmental audits, statistics and activity data reports as required.
* To liaise with other colleagues/departments as required in a timely manner.
* The post holder must take part in induction, training and re-training as appropriate and to demonstrate compliance with all relevant policies and procedures.
* Ensure adequate cover within the office at all times in the absence of the Office Manager.
* Participate in own performance appraisal, ensuring a personal portfolio is kept up to date.
* Provide on the job training and supervision to more junior staff and newly appointed admin staff or work placement students in conjunction with other members of the A&C team.
* To follow and comply with Cwm Taf Morgannwg University Health Boards and the departments policies, procedures and protocols.
Qualifications and experience
Essential
* 3 GCSE's or equivalent. NVQ II Administration or demonstrable experience. Knowledge and experience with computers and updated keyboard skills. Experience with Microsoft Word and Outlook.
Desirable
* Experience working in a NHS Occupational Health service.
Experience
* Previous all round office experience e.g. working in a busy department, reception duties
Desirable
* Has previously worked in the NHS environment. Previous experience of data entry and knowledge of databases.
Aptitude and Abilities
Essential
* Good interpersonal skills. Able to work in a challenging environment. Good communication and listening skills. Ability to prioritise own workload. Excellent telephone manner. Excellent communication skills, and able to make every contact count.
Desirable
* Welsh language speaking/listening at Level 3 or above
Values
Essential
* Recognises that for many staff coming to occupational health it is a stressful experience so compassion is required. Implement a confidential service Able to escalate any concerns, e.g. safeguarding issues to a senior clinician. Friendly, helpful and a positive disposition. Non-judgemental
Other
Essential
* Ability to travel within geographical area. Able to work hours flexibly.
Administrative details
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.
Certificate of Sponsorship: Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website. From 6 April 2017, skilled worker applicants to enter the UK have had to present a criminal record certificate from countries they have resided in for 12 months or more in the past 10 years. Guidance can be found here on overseas criminal records checks.
Employer details: Cwm Taf Morgannwg University Health Board. Address: Occupational Health Department, Royal Glamorgan Hospital, Ynysmaerdy, Pontyclun, CF72 8XR. Employer's website: joinCTM.wales
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