Occupational Health System Support Officer
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.
About us
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in‑house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work‑life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Job responsibilities
Below is a breakdown of the main service and digital support responsibilities:
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
* Undertake 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.
Person Specification
Qualifications & Knowledge
* Level 3 qualification or equivalent demonstrable experience of administrative / office skills and knowledge
* High level of IT proficiency, including Excel, Word, Outlook, Teams
* Demonstrable experience of working with databases, including data input, validation and running searches or reports
* Understanding of electronic information systems, data accuracy and digital workflows
* Understanding of information governance and confidentiality when handling digital records
* Ability to interpret and present data clearly
* Experience using OPAS G2 or other Occupational Health Systems
* Experience using ORACLE or other procurement systems
* Experience producing KPI reports or data dashboards
* Knowledge of NHS systems and digital tools
Experience
* Experience using software packages including Microsoft Office
* Experience working with digital systems or databases
Skills & Attributes
* Ability to analyse, interpret and quality check service data, including information generated from CIVICA OPAS G2
* Clear, effective communication skills, both written and verbal
* Confident and courteous telephone manner, able to handle enquiries sensitively
* Self‑motivated, proactive and able to organise workload independently
* Ability to build positive working relationships and collaborate effectively with staff at all levels
* Strong attention to detail, with a commitment to high standards in data handling and administration
* Welsh language skills are desirable levels 1 to 5 in understanding, speaking, reading and writing in Welsh
Other
* Ability to travel across the geographical region of the University Health Board during the working day
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.
£26,300 to £27,890 a year pro rata
#J-18808-Ljbffr