Occupational Health Administrator
4 weeks ago
This will involve the preparation of mutli-disciplinary clinicians clinical templates and reports of a confidential and sensitive nature involving medical terminology. Audio typing may on occasion be required and scanning of information will be a regular requirement. To ensure where appropriate clients consent has been received before any reports are released to referring Managers/Human Resources and that reports are appropriately password protected. To monitor and follow up requests for reports for clients from treating clinicians that have been requested by OH clinicians, including ensuring that payments for such reports are actioned in a timely manner.
To ensure reports are sent to referring Managers/Human Resources within the OH KPI timeframe. To ensure that referring Managers are informed in writing when a client does not attend their appointment (Manager referrals). To ensure that the outcome of pre placement work health screening is conveyed to the appropriate Human Resources Department in a timely manner. On a day to day basis ensure high standards of health and safety and security within the Department are maintained and that appropriate action is taken to remedy identified problems.
Ordering of goods and services as required within the Department, ensuring that appropriate stock levels are maintained. To ensure that invoices relating to purchase of supplies are processed in a timely manner. To organise and maintain filing systems which ensure that occupational health records and files containing general information are held confidentially and securely, but which are able to be retrieved quickly and efficiently. To ensure that archived records can be accessed when required.
To maintain archived record databases accurately and liaise with Trust and other income generation Human Resource Department staff regarding starters and leavers. To develop and maintain electronic and paper based administrative systems for use in the department and, in conjunction with colleagues, ensure systems used are appropriate and reviewed as required with improvements made as necessary. These will include the OPAS system, Microsoft365, Excel and the influenza databases. To maintain, develop and train users in the system to ensure this meets the Departments requirements.
To liaise with Civica regarding the OPAS system as needed and attend OPAS system user group as required. To control the appointment system for the service, liaising with other members of the Human Resource Management function, Managers and clients to ensure that staff are seen as soon as possible using the OPAS system and Microsoft365. To be instrumental, along with other members of the Occupational Health Team in raising the profile of the occupational health service to managers and staff. To assist the Deputy Head of Occupational Health and Office Manager in the management of the Dept.
and external contracts by maintaining systems which ensure that the service budget is kept within financial constraints and that quality standards and service levels are maintained. To collate statistical data relating to departmental workload KPIs and prepare and present charts and reports for information purposes to meet the individual requirements of the organisations management teams using Microsoft Excel and OPAS report runner. This also includes inputting and collating disease codes for sickness absence monitoring information at the request of Human Resources. To liaise with income generation Managers and arrange external site visits as required.
To collate all departmental audit activity results and prepare reports as required. To maintain an effective recall system for client occupational health interventions as required and requested, ensuring that reminders are sent to staff in a timely manner. To act as system administrator for the OH intranet site. To monitor and undertake invoice requests for all income generation activities, and raise purchase orders, liaising with the Trust finance department as required.
To liaise with external stakeholders e.g., other OH departments to chase outcomes and reports.
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