Occupational Health Administrative Assistant

This is an exciting opportunity to join a well-established team within our Occupational Health department. This role serves patients and visitors by greeting, welcoming and directing them appropriately, together with answering the telephone enquiries both internally and externally. Booking appointments and upcoming clinics.
Key skills to include customer focus, professionalism, self-motivation, adaptability, flexibility and listening. Excellent telephone and communication skills are essential.
As part of a small team, you will provide an administrative function for the Occupational Health Team. The role will involve use of our OPAS G2 Data Management System, all Microsoft 365 applications and a high level of communication skills to liaise with staff, managers, new employees and external stakeholders on a daily basis., To assist with the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures.
Carry out a range of administrative tasks, to include but not exclusive to:
+ Organise and co-ordinate meetings and take minutes, and ensure actions are followed up.
+ Assist with the collection of Occupational Health data for internal requirements also the data for Public Health as required for example as in immunisation data re uptake.
+ Handle all requests received at Reception
+ Handle telephone enquiries
+ Booking in patients and arranging their appointments
+ Ensure the reception desk is clean and tidy at all times.
+ To provide administration and clerical support to the team as and when required.
+ Attend training sessions as and when directed by management.
+ Committed to developing own skills and assist in training and development of others.
+ Observe all instructions regarding policies and procedures of departments and Trust
+ Always observe confidentiality (patients, visitors, personnel or any trust details), + To meet and greet patients and visitors to the department and to deal with enquiries in an efficient, polite and courteous manner providing a caring, considerate and helpful service to the patients and carers.
+ To be responsible for the maintenance of the clinics; attendance.
+ Booking appointments
+ To communicate with the patient regarding demographics and other personal details to ensure that the patient administration system and case note documentation is immediately updated
+ Work closely with the nursing staff, announcing visitors and patients to staff and to inform the patients with regards to any clinic delays
+ Answer telephone queries take messages direct where appropriate; provide assistance
directing visitors to the appropriate locations.
+ Book follow up appointments as required by the clinician ensuring that the
clinic capacity is adhered to.
+ To participate in training/induction of new staff.
+ It may be necessary on occasions to provide cover to other reception areas, Applications will be transferred to TRAC system, by completing an application your are giving authorisation for the transfer of your data.
Correspondence regarding your application will be sent to you via a TRAC system account.
Please submit your application as soon as possible; due to the high volumes of applications we receive and we reserve the right to close any adverts before the closing date once we have received sufficient applications.
We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.
We welcome applications from members of our black and minority ethnic (BME) communities, especially in relation to senior posts within at KGH.
Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
Appointments will be made on merit.
In submitting an application form, you authorise Kettering General Hospital (KGH) NHS Foundation Trust to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training record.
If you need to have a Disclosure Barring Service (DBS) check, as a requirement of the role, you will be required to repay the cost of obtaining a DBS check (£50) and this amount will be reclaimed from your first salary. From 1st February 2019 all new starters to the Trust are required to join the DBS update service as per Trust DBS Re-checking Policy which has an annual cost of £13. New employees who do not join the update service will be required to pay £50 for a new DBS check in 3 years time.
Please note that news starters with KGH are subject to a six month probationary period.
Please ensure that the information you provide on your application form is correct, accurate and that nothing has been omitted. Any information that is stated in your application form in relation to qualifications/training courses/work/education experience/references must be able to be evidenced. Failure to do so may result if your offer being withdrawn.
"Safeguarding is everyone's business. KGH considers Safeguarding a priority amongst its citizen's and a key value for all employed to the service."
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.