Service Administrator

Working Well is a SEQOHS accredited NHS Occupational Health Service - we help employers and their employees perform at their best by supporting them to proactively manage health at work - because health and wellbeing is everyone’s business.
We provide occupational health services to our NHS Trust and to a wide range of healthcare services across Gloucestershire and the South West of England. We also have contracts with a large number of external clients to provide a range of specialist occupational health services.
An exciting opportunity has arisen for an experienced administrator to join our team. We are looking for someone who is enthusiastic, has a passion for outstanding customer service and who will help drive forward our team vision to deliver safe, effective and quality Occupational Health services.
To work within a multidisciplinary team and provide Occupational Health administration support for all key clinical tasks, in accordance with the requirements of the service, as led by the Administration Services Team Leader.
To project the professional image of the business through demonstrating excellent customer care in all activities.
To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.
To maintain confidentiality at all times.
We are based at Rikenel, Montpellier, Gloucester, GL1 1LY. Our core hours are 08.30 - 16.30 Monday to Friday.
Answer the busy Working Well telephone line.
Book a variety of occupational health appointments.
Liaise with clinical and health care professionals.
Register PrePlacements and referrals
Cover the Working well reception when required.
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Communicating effectively with a wide range of people including private clients, colleagues, HR departments, senior managers and members of the public, ensuring at all times that a professional and helpful approach is presented.
The provision of immediate and relevant advice and guidance or triage to ensure an appropriate clinician is notified in a timely manner that a call back is required.
To fully utilise, in a timely manner, the G2 database system for recording all actions and client contacts, including registration of clients, checking and updating details and attaching relevant notes and documents.
Supporting practitioners with G2 data entry and retrieval wherever required.
To book a variety of appointments in a range of clinics for occupational health practitioners, using the occupational health diary system G2.
Liaise with private clients, managers and HR regarding the progress of Management Referrals and their Occupational Health reports, whilst taking into account the sensitivity and urgency of some cases
Ensuring all consent is recorded and within GDPR regulations before reports are sent. Reports are then uploaded to the individual medical record and all action recorded on G2.
Liaise with private clients, Managers and HR regarding the progress of clearance of new employees and their fitness reports, using judgement to ensure urgent cases are dealt with appropriately.
Prepare and securely send immunisation history reports.
Cover of Working Well reception when required.
To liaise with private clients, managers and HR in order to arrange case conferences for a multi-disciplinary meeting with occupational health practitioners.
To make arrangements for booking interpreters for any appointments as needed, ensuring G2 is updated accordingly.
Liaise with external clients regarding their clin