You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac 1. Provide a comprehensive administrative service to the Occupational Health Service referral management and clinic coordination team2. Assist the Head of Employee Wellbeing Service in managing waiting times in line with UHB expectations.3. To maintain accurate waiting list time predictions and provide regular update reports to the Head of Employee Wellbeing Services4. Responsible for the day-to-day management and validation of the Management Referral waiting list and the self-referral waiting lists.5. Liaise with Head of Employee Wellbeing Services and Senior Team regarding the management of the management referral waiting list andwaiting times in order to identify schemes and initiatives for the maintenance and reduction of waits6. Oversee the running of the Occupational Health Service reception area, ensuring that all patients are processed efficiently and professionally.7. Plan, prioritise and organise own workload and the workload of administration team.8. Establish Occupational Health practitioner availability for clinic sessions. Oversee cancellation of clinics if necessary.9. Oversee the allocation of patients to clinic/clinic template, in accordance with the Cardiff and Vale / Cwm Taf Morgannwg Occupational HealthService criteria. Ensuring the relevant Occupational Health Service practitioners are available.10.Refer non-routine enquiries to the appropriate clinical staff. Answer enquiries in Head of Employee Health and Wellbeing Service absence,within limits of authority, making suitable notes for his/her information.11.To liaise with the multidisciplinary team and ensure that decisions regarding patient management are communicated to the administrationteam.12.Undertakes surveys or audits relating to the Occupational Health service and as required assists clinical staff in the collation of data andtyping of details for projects, or audits consistent with clinical/service needs.13.Develops research-based guidelines for the department as necessary, in liaison with clinical staff and management team.14.Makes and receives telephone calls liaising with all levels of clinical staff, both internal and external, local health boards and other health care providers (NHS and private) within the United Kingdom along with patients. Provide advice and support on a highly emotive subject.15.Maintains close relationships with seasonal flu leads acting as a focal point for communication.16.Where appropriate, exercise judgement in handling and resolving informal complaints around waiting times and administrative processes.Where appropriate refer formal complaints to management to pursue through complaints procedure.17.The individual will ensure that the administrative service provided is reviewed in order that improvements and developments can be made tothe work undertaken. Monitors systems and procedures used.18.Ensures all relevant correspondence, notes, x-rays and results are readily available for practitioners.19.Assist the Head of Employee Health and Wellbeing Service in drafting complaint responses as required.20.Ensures accurate and updated information and data is available for the Head of Employee Health and Wellbeing Service, in order to provideupdates to the Senior Team, WOD, Board and for analysis by WAG.21.To oversee the preparation of Occupational Health records, tracking records as necessary, and to ensure, through critical examination ofindividual patient Occupational Health records, that all investigations and test results are sought and are present on the patients recordprior to the clinic.22.To undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Cohort datawhere necessary and dealing with general enquiries23.Monitor team performance and highlight any training needs. Arrange in- house training if necessary. Provide support for new teammembers and trained staff24.Participate in departmental and directorate meetings when required25.Develop, maintain and plan a yearly programme to refresh the contents of service level agreements, business contracts and maintenancecontracts, along with types of cover and yearly costs. Establish and maintain an accurate inventory26.Manage financial and purchasing information, ensuring accurate records and prompt processing of relevant paperwork. Reconcileinformation between the Procurement and Financial systems, resolving discrepancies with the relevant staff.27.Oversee the day to day use and development of the Occupational Health (OPAS) database, liaising with relevant departments as required.Arrange in- house training as necessary. Provide support for new team members and trained staff. All employees of the UHB have a statutory duty of care for their own personal safety and that of others who may be affected by their acts oromissions. Employees are required to co-operate with management to enable the UHB to meet its own legal duties and to report any hazardoussituations or defective equipment. The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities.The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, followingconsultation with the post holder.