Administrator

Are you looking for a stimulating, varied and challenging role?

The Occupational Health & Wellbeing Department is an in-house service providing Occupational Health Services to its host Trust as well as a number of external organisations. We are a dynamic, proactive multi-disciplinary team, always striving to provide the best service and we are looking for someone to actively participate and contribute to the development of a high quality service. We are now a single Occupational Health service covering the MSE Trust.

The role is predominantly based at Basildon, however occasional travel between sites may be required. This is an exciting position for an experienced and enthusiastic administrator, who is flexible in their approach and client focused. Working as part of a team you must be motivated, with good communication, inter-personal and administration skills. You should be comfortable working in a fast paced environment with a ‘can do’ attitude.

The post holder will have responsibility to provide support to the clinical team and administrative functions of the service both at the Hub and the Spoke sites to ensure the smooth running of a service to NHS and non-NHS organisations and clients.
- Answer telephones in a timely and polite manner
- Dealing with telephone and face-to-face enquiries
- Scanning and maintaining electronic health records
- Photocopying
- Processing health documents as requested
- To maintain the clinical diaries using the electronic health record system.
- To attend relevant meetings, taking meeting minutes and sending the necessary documents pre
- and post-meeting as required.
- To assist with the requirements of SEQOHS such as monitoring the audit plan and compliance and monitoring of staff training records

Mid and South Essex NHS Foundation Trust is now one of the largest trusts in the country, serving a population of 1.2 million people. Our newly formed Trust, comprising acute hospital sites at Broomfield in Chelmsford, Basildon and Southend, is determined to provide the best health service for its local population. We are a well-led, high-performing and innovative organisation working in the best interests of the people we serve.

With a workforce of approximately 15,000 staff, we can now do more and go further in delivering health services to our local communities.

Our ambition is to deliver excellent local and specialist services, to improve health and well-being of our patient, and provide a vibrant place for staff to develop, innovate and build careers.
- Undertake general office and administration duties:

- Answer telephones in a timely and polite manner
- Dealing with telephone and face-to-face enquiries
- Scanning and maintaining electronic health records
- Photocopying
- Processing health documents as requested
- Adhere to Trust and departmental policies and procedures, ensuring that work is undertaken in a timely and professional manner.
- Answer enquiries from clients, managers, and medical staff, taking appropriate action.
- Handle in-coming calls to the department effectively being able to pass on calls to the appropriate members of staff, and liaise effectively with other departments
- Supporting the administrative team with activity data and invoicing
- Register new clients/employees on to the electronic health record system.
- Assisting with the preparation and scanning of clinical notes onto the electronic health record system, following departmental procedures for priority scanning, e.g. daily scanning, prepping for scanning of larger paper records.
- Assisting in maintaining the diaries of the clinical team, using the electronic health record
- Taking responsibility for ensuring stock levels of office stationery, leaflets and other consumables is maintained.
- Understand and have working knowledge of other administrative posts in the department in order to cover for peaks and troughs in activity and sickness or annual leave as required.
- Ensure that the working area is left clean and tidy and that H&S standards are met.
- To report all accident/incidents to the clinical operational lead
- Attend department meetings as required

The post holder may be required to undertake other duties not specified in this job description, but within the general scope of the post as determined by the Associate Director of Occupational Health & Wellbeing, in consultation with the post holder.

1. Communication
- Ensure effective communication with all members of the team.
- Exchange information with clients and staff on a variety of departmental matters and procedures
- Ability to communicate complicated administrative information to staff within the service as well as other departments and external contacts
- Ensure effective communication with clients in a tactful and sensitive manner, protecting their confidentiality at all times.
- Answer telephone and greet visitors courteously, referring them to senior staff when necessary and communicating all messages clearly