Occupational Health & Wellbeing Senior Administrator

To work with the administrative team to ensure the smooth running of all OH administrative duties within agreed procedures. To prioritise and co-ordinate reception, provide clerical and administrative support to the Occupational Health & Wellbeing department, in particular, support for the clinical service provided by the department., The post holder will be required to work autonomously from time to time and exercise a measure of independent judgement and use of initiative., "Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.", Co-ordinate the administration of employment assessment services including processing of paperwork,
scheduling of appointments and preparation of notes. Following clinical assessment to update medical notes
as required, instigate actions as requested, record and follow up non-attendance to clinics in line with
departmental procedures. All information to be recorded on computer for statistical analysis.
To maintain all records in an appropriate up-to-date manner. To organise and oversee the filing and
recording of information in clients' electronic files. To ensure that reception/administrative staff are familiar
with all office procedures.
To maintain clinic session appointment systems for Occupational Health & Wellbeing staff including
arranging appointments by letter or telephone, ensuring medical notes are correct and available for
appointment, updating medical notes as required, instigate actions as requested, or using own judgement
and initiative where necessary. Record and follow up non-attendance to clinics in line with set procedures.
Accompany Occupational Health & Wellbeing staff to peripatetic clinics as requested. Ensure the timely
running of clinic sessions, including OH physicians. Following clinic, notate records, reschedule
appointments, issue appointments to clients and maintain appointment diary in advance. Booking new clients
in for their counselling and clinical psychology appointments, which involves informing clients about
confidentiality and how their information is managed and recording details of the issue they are bringing to
the service. This can sometimes be challenging as the client may be feeling upset and anxious. A calm,
caring yet professional manner is required to support them. The post holder will be handling sensitive and
confidential information every day.
Thank you for expressing interest in this role. For further employer guidance, please review the attached supplementary applicant information.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
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, subject to eligibility of the role for a skilled worker visa and salary requirements. Not all roles in the Trust are eligible for sponsorship.
Eligibility for this role requires:
+ Current right to work in the UK, subject to verification.
+ Qualification of the eligibility sponsorship criteria
From 4 April 2024, UK immigration policy changes has increased minimum salary levels for skilled workers. For further information visit the UK Visas and Immigration website (Opens in a new tab).
Current employees should be aware that this position is advertised as a Great Western Hospitals position and appointment ends any TUPE protection.
Candidates are responsible for covering the cost of their own DBS check if required: £18 for a Standard DBS check, recoverable from the first pay, or £38 for an Enhanced DBS check, divided and recoverable over the initial two pay periods. Payment for DBS checks for bank posts must be settled prior to commencement. Apprentices are exempt from DBS payment.
We are committed to supporting our staff in achieving a healthy work-life balance through flexible work arrangements. Upon joining the Trust, you have the right to request flexible working, with an unlimited number of requests allowed.
Upon acceptance of a job offer, your information will be transferred to the national NHS Electronic Staff Records System. All communication regarding your application will be conducted via email; please ensure to check your junk/spam folders as emails may occasionally be filtered there.

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.
Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.
We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.
The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.
If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.