Health and Wellbeing Administrator

Job summary

The post holder will provide support to our expanding Health and Wellbeing team, by carrying out the assigned duties and tasks associated with departmental need.

The post holder will provide reception, administration and support services for the Health and Wellbeing team which includes our Occupational Health service, our Wellbeing service and our Manual Handling service.

15 Hours - spread across the full week Monday to Friday -

Main duties of the job

The main administrative duties include but are not limited to:-

To be the first point of contact for colleagues and visitors to Airedale NHS Foundation Trust Health and Wellbeing (HWB) department, either face to face, by telephone, virtually or through the generic Health and Wellbeing email inbox. Responsibility for triaging, prioritising and signposting all initial contacts to the department as appropriate in a confidential, sensitive and timely manner. Answers general enquiries and provides relevant first line advice, support, and guidance including directing managers to relevant risk assessments and onward signposting if required. Any other duties commensurate with the grade, as required

About us

We are always looking for enterprising and innovative approaches to the way we provide our services. We are a national centre for telemedicine and introduced telehealth to the UK offender healthcare sector and also provide the service to patients in their care homes. Community matters to us and we are supported by 400 dedicated volunteers and have strong links with Bradford University, Craven College and Leeds City College to ensure we inspire the workforce of the future.

We want to attract staff who embrace our Right Care behaviours of compassion, a commitment to quality of care and working together for patients we want to make these part of our DNA.

For further information and full details of the job role please see the attached job description and person specification.

Job description

Job responsibilities

MAIN DUTIES / KEY TASKS

Clinical Responsibility

Follows standard procedures and guidelines, using judgement skills to undertake screening of completed pre-employment checks/questionnaires, seeking advice from clinicians when required. Responsible for obtaining and recording the results of investigations through ICE and ensuring that requesting staff are informed of the results. Ensuring that abnormal results through ICE are actioned as per Health and Wellbeing protocol. Transferring results obtained from ICE to the health and wellbeing database and ensuring correct follow up is implemented through creating tasks.

Administration duties

To be the first point of contact for visitors to Airedale General Hospital Health and Wellbeing (HWB) department, either face to face, by telephone, virtually or through the generic Health and Wellbeing email inbox. Responsibility for triaging, prioritising and signposting all initial contacts to the department as appropriate in a confidential, sensitive and timely manner. Responsibility for the effective management of the generic HWB service email inbox to include responding to requests for information as appropriate, working to agreed response/turnaround times and forwarding on to appropriate team member/s or department to action Answers general enquiries and provides relevant first line advice, support, and guidance including directing managers to relevant risk assessments and onward signposting if required. Manages and prioritises the Health and Wellbeing clinical team diaries, bookings and appointment systems including referrals and referral follow-ups, maintaining waiting lists as appropriate. Ensures the Health and Wellbeing clinics run efficiently and effectively. Responsible for managing electronic diaries for the physician & nurses and booking appointments for management referrals and bloods/vacs clinics Dealing with cancellations and DNAs ensuring they are actioned and rebooked as required in priority order Prioritise work ensuring adherence to appropriate deadlines and timescales Complete pre-employment screening ensuring relevant bloods and immunisations for clinical staff, and where job role specific, referring to clinical team as required. Creates fit to work slips and ensure EPP bloods are in place within department guidelines and timeframes In the absence of clinical staff, give advice and guidance on needle stick injuries ensuring ICI forms are uploaded in a timely manner and appropriate persons notified In the absence of clinical staff, sensitively seek sufficient information from staff member for onward physio referrals via agreed physio pathway Provides first-line assistance to clients in the absence of qualified department staff Inputs and retrieves information and data using departmental software as required Inputs and allocates immunisation batch numbers on relevant departmental systems Work in close partnership with the resourcing and temporary staffing teams to ensure a smooth and timely onboarding process for new starters Maintain confidentiality as per department guidelines Deals with incoming correspondence and prioritises tasks through knowledge base of HWB protocols, bringing the information to the attention of relevant members of the HWB team. Generates letters associated with blood test results and ensures that recall is actioned where required and systems updated accordingly. Maintains an effective filing system across all electronic systems with staff information and referral details. Maintain database information including updating starters, leavers and changes to staff records, ensuring that all information is correctly stored in the departments electronic systems. Ensures effective input in auditing the departments services, through collecting data and supplying it to the relevant sources. Monitor and maintain departmental stock levels. Responsible for ordering stock and non-stock purchase orders through the Oracle procurement system and administering the payment of invoices. Is a responsible systems administrator for the departmental database, ensuring new users have login details and assisting with unlocking accounts when required. This also covers offering advice/training to single database systems enquiries and escalating where required. Direct support to the Occupational Health Physician and Occupational Health nurses for report printing/report consenting/scanning and distribution. Including written communication with GP for specialist reports. Following up employee queries and questions to a solution or escalating to the appropriate HWB member of the team. Responsible for uploading documents and housekeeping of staff intranet as required Assist with ensuring all department equipment is serviced, clean and fit for purpose Any other duties commensurate with the grade, as required

Communication and Team Working

Provides a pivotal point of contact for all users collating and delivering essential information and knowledge Provides and receives routine and sensitive information to/from Occupational Health staff, clients and managers verbally, electronically, in written format and in person which may require agreement and co-operation Arranges appointments and meetings for Occupational Health Nurses Delivers first point of access to HWB, providing empathy and reassurance to all clients. Ensures that relevant information is passed to the appropriate member of the clinical team in a timely manner. Works effectively as a member of the HWB team, establishing and maintaining professional relationships with-in the team, attending team meetings and huddles as required In conjunction with other team members, demonstrates application of effective time management and ability to prioritise in line with HWB protocols.

Other duties

Provides cover for the Admin and Clerical Assistant and Systems Manager when tasks are required outside of their working hours. Such as raising purchase orders/invoices and providing database reports.

Any other duties necessary for the successful performance of the role.

The Trust is committed to supporting staff in balancing their work and home lives and encourages staff to discuss their individual needs with their department in order to arrive at mutually satisfactory working arrangements.

Please refer to the job description attached for more detail.

Person Specification

Knowledge

Essential

Understanding of occupational health in the NHS

Desirable

Knowledge of information systems including secure storage and access of occupational health records and information in line with current legislation and Trust policies

Skills

Essential

Keyboard skills Ability to work to deadlines and prioritise workload in line with department protocols

Desirable

knowledge of medical terminology

Qualifications

Essential

RSA Stage III Typing/word processing or equivalent

Experience

Essential

Must be able to demonstrate experience in dealing with telephone or face to face queries from distressed or frustrated clients Demonstrate knowledge of occupational health terminology acquired through work-based training and experience Experience of working as part of a multi-faceted team

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