Administrator

We are seeking a highly organized, detail-oriented individual to join our Occupational Health Department as an Administrator. This is an exciting opportunity to become an integral part of a team committed to supporting the health and well-being of our staff. In this role, you will play a key role in the department's operations by coordinating appointments, managing referrals, and providing essential administrative support to our clinical staff, including doctors, nurses, and advisors. Your contributions will be instrumental in ensuring the efficient delivery of critical services that safeguard staff safety and well-being. This position offers an excellent opportunity for individuals who thrive in a dynamic, fast-paced environment and are eager to work in a role that presents new challenges every day. If you possess strong communication skills, excel in multitasking, and are capable of maintaining a high level of organization, we encourage you to apply. Join us in contributing to the creation of a healthier, safer workplace. Your organizational expertise will directly impact the effectiveness of our services, benefitting both staff and patients. This is a rewarding opportunity to develop your career in a role where you can make a real difference., Main Duties of an Administrator in the Occupational Health Department:

• Appointment Coordination: Schedule and manage appointments for Occupational Health doctors, nurses, and advisors, ensuring smooth and timely arrangements.
• Referral Management: Process and track management referrals, ensuring all documentation is handled efficiently and in line with departmental procedures.
• Administrative Support: Provide comprehensive administrative assistance, including preparing reports, handling correspondence, and maintaining accurate records.
• Database Management: Maintain and update the department's databases and systems, ensuring all data is entered accurately and securely, while adhering to confidentiality and data protection standards.
• Communication Liaison: Act as the primary point of contact for internal and external stakeholders, responding to inquiries promptly and professionally.
• Document Management: Organize, file, and manage departmental documents, ensuring all records are easily accessible and up-to-date.
• Collaboration: Work closely with clinical and administrative teams to support the smooth running of daily operations, contributing to the overall efficiency of the department.
• General Office Duties: Handle routine administrative tasks and ensuring the office environment remains organized and functional.
This role is essential to ensuring the efficient operation of the Occupational Health Department and delivering critical services to support staff health and safety., The post holder will work directly with the clinical team, and we are keen to appoint someone who is enthusiastic and motivated and who can manage the fluctuating demands of the role. You will need excellent word processing skills and well-developed communication, organisational and time management skills. An ability to prioritise effectively in a busy environment is essential. You will need to be flexible and have the necessary administrative experience required for such a post. Previous medical secretary experience would be an advantage. 1. To deliver a professional administrative service for the COHWB, ensuring that all activities are completed efficiently, and that information is transcribed accurately and confidentially in a timely manner. 2. To participate in audit for clinical practice and assist with data collection records and databases are kept up to date. 3. To understand departmental record systems and assist with the of all personal files when involved with retrieval or return of files 4. To assist wider OH administrative and clinical team in activities to ensure service delivery. Main tasks and responsibilities: 1. The ability to work using own initiative, manage time effectively, meet deadlines and organise day to day activities and tasks. 2. Receive and deal with telephone calls ensuring effective systems are in place to record, prioritise and follow up, whilst maintaining confidentiality. 3. Input, retrieve and update records using the OH systems to ensure accuracy of data at all times. Ensure documentation is scanned in a timely manner in accordance with guidelines agreed. 4. Dealing with queries from clients, managers and external contracts, answering queries where possible and ensuring that queries that need to be passed on are done so in an efficient manner. 5. To liaise with other departments, external agencies and contracts as necessary. 6. Competent use of Occupational Health IT system after training, in accordance with required departmental standards of work. 7. Be compliant with information governance requirements. 8. Show flexibility should the need arise in covering for other personnel when on leave/sickness etc. and on other Trust or commercial client sites as required. 9. Respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients This job description is not intended to be exhaustive; the post holder will therefore be expected to adopt a flexible attitude towards these duties; which may be varied subject to the needs of the department and in keeping with the general profile of the post. General Conditions Risk Management The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment. Staff will be provided with the necessary education, training and support to enable them to meet this responsibility. Staff should be familiar with the
• Major Incident Policy
• Fire Policy
• Information governance
and should make themselves familiar with the 'local response' plan and their role within that response. Responsibilities for Health and Safety The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required. Infection Control Infection Control is everyone's responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trusts' Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA. All staff employed by OUH have the following key responsibilities:
• Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and/or between each patient contact.
• Staff members have a duty to attend mandatory infection control training provided for them by the Trust.
• Staff members who develop an infection (other than common colds and illness) that may be transmittable to patients have a duty to contact Occupational Health.
Child Protection The post holder will endeavour at all times to uphold the rights of children and young people in accordance with the UN Convention Rights of the Child. Safeguarding Children and Vulnerable Adults The Trust is committed to safeguarding children and vulnerable adults throughout the organisation. As a member of the trust there is a duty to assist in protecting patients and their families from any form of harm when they are vulnerable. Information Governance All staff must complete annual information governance training. If you have a Trust email account this can be completed on-line, otherwise you must attend a classroom session. For further details, go to the Information Governance intranet site. Data Quality Data quality is a vital element of every member of staff's job role. Oxford University Hospitals recognises the importance of information in the provision of patient care and in reporting on its performance. Data quality is therefore crucial in ensuring complete, timely and accurate information is available in support of patient care, clinical governance, performance management, service planning, and financial and resource planning and performance. All staff should ensure that they have read and understood the Trust's Data Quality Policy., The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.


• Good general standard of education including qualifications in English and Mathematics at GCE grade C or above- or qualifications of equivalent standard NVQ 2/3 in administration/customer services
• Ability to work on own initiative with minimal supervision
• Understanding of the need for confidentiality
• Working with a range of IT systems
• Role model the Trust's values
• Good interpersonal and customer care skills
• Able to empathise with clients.
• Good IT skills and strong knowledge of MS packages (word, excel, outlook, etc)
Desirable criteria
• Good grasp of the issues currently facing the NHS
• Experience of working in the NHS/healthcare setting
• Experience of working in OH or in other healthcare admin role
• Ability to multitask
• Advanced keyboard skills
  
  Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.