Job summary We are looking for an enthusiastic and self-motivatedadministrator to join East Kent Hospitals NHS Trust's Occupational Health Department. Main duties of the job The successful candidate will demonstrate the ability to multi-task and communicate effectively within the team and clients. The need for confidentiality is very important to the work of the department. About us We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day. Please note that if you require a Certificate of Sponsorship to work in the UK you must declare this on your application form, even if you currently have a certificate of sponsorship or a work permit for another role and are already working in the country. Please note we are only able to sponsor candidates on a Skilled Worker Visa applying for roles Band 5 and above. Date posted 17 January 2025 Pay scheme Agenda for change Band Band 3 Salary Depending on experience Pro Rata Contract Permanent Working pattern Part-time Reference number 344-4541COR Job locations Kent and Canterbury Hospital Ethelbert Road Canterbury CT1 3NG Job description Job responsibilities 1. Undertake Reception duties on a daily basis. All callers to be treated with tact, discretion and courtesy, this will require the ability to exercise judgement when dealing with Trust Staff and Income Generation Clients needs when providing non-clinical information. 2. Answer telephone enquiries, take messages accurately; give information and advice (non-medical) in a manner responsive to the client's needs and in accordance with trust processes. Ensure adequate phone cover at all times. 3. Make appointments for staff as directed using eOPAS, ensuring maximum use is made of all clinical appointments and relevant documents are available to enable clinical decisions to be made. 4. Ensure effective time management and forward planning of clinics to ensure minimum disruption to the Department. 5. Type back dictation from Winscribe from OH Consultants and/or other OH Practitioners within the Department to defined standards of presentation. Check and amend documents to ensure work is free from errors prior to collation and despatch, enclosing attachments as appropriate. Take action as appropriate arising from the contents of such transcriptions. 6. Accurate and timely data entry. 7. Incoming and outgoing correspondence to be dealt with in an appropriate manner, using standard formats where indicated. 8. Assist in collection, collation and presentation of data for research/statistics as appropriate for decision-making and allow for forward planning of future services. 9. Ensure that stationery supplies are adequate and re-ordered in a timely fashion using Supplyline. 10. Chase GP/Specialists reports and provide regular feedback to Trust managers and income generation clients on progress with regards to when the medical reports will be received. Assist with the payments in respect of medical reports received. 11. Input into the Health & Safety audit and attend Health & Safety meetings if required. 12. Assist in the support of OH client portal to ensure client service satisfaction is maintained. 13. Provide cross site cover during periods of absence. 14. Provide support to Band 4 in the training of new staff (substantive and fixed term). 15. The Post Holder will ensure compliance with the Trusts Risk Management Policies and Procedures. These describe the Trusts commitment to risk management, the recognition that or aim is to protect patients, staff and visitors from harm and stress that all staff have a responsibility to minimise risk. Job description Job responsibilities 1. Undertake Reception duties on a daily basis. All callers to be treated with tact, discretion and courtesy, this will require the ability to exercise judgement when dealing with Trust Staff and Income Generation Clients needs when providing non-clinical information. 2. Answer telephone enquiries, take messages accurately; give information and advice (non-medical) in a manner responsive to the client's needs and in accordance with trust processes. Ensure adequate phone cover at all times. 3. Make appointments for staff as directed using eOPAS, ensuring maximum use is made of all clinical appointments and relevant documents are available to enable clinical decisions to be made. 4. Ensure effective time management and forward planning of clinics to ensure minimum disruption to the Department. 5. Type back dictation from Winscribe from OH Consultants and/or other OH Practitioners within the Department to defined standards of presentation. Check and amend documents to ensure work is free from errors prior to collation and despatch, enclosing attachments as appropriate. Take action as appropriate arising from the contents of such transcriptions. 6. Accurate and timely data entry. 7. Incoming and outgoing correspondence to be dealt with in an appropriate manner, using standard formats where indicated. 8. Assist in collection, collation and presentation of data for research/statistics as appropriate for decision-making and allow for forward planning of future services. 9. Ensure that stationery supplies are adequate and re-ordered in a timely fashion using Supplyline. 10. Chase GP/Specialists reports and provide regular feedback to Trust managers and income generation clients on progress with regards to when the medical reports will be received. Assist with the payments in respect of medical reports received. 11. Input into the Health & Safety audit and attend Health & Safety meetings if required. 12. Assist in the support of OH client portal to ensure client service satisfaction is maintained. 13. Provide cross site cover during periods of absence. 14. Provide support to Band 4 in the training of new staff (substantive and fixed term). 15. The Post Holder will ensure compliance with the Trusts Risk Management Policies and Procedures. These describe the Trusts commitment to risk management, the recognition that or aim is to protect patients, staff and visitors from harm and stress that all staff have a responsibility to minimise risk. Person Specification Essential Essential Minimum GCSE Grade C or equivalent in English and Maths Knowledge of MS-Word, Excel, power point Excellent communication skills Desirable Previous NHS Experience Flexibility to meet the needs of a changing service Desirable Essential Previous NHS Experience Flexibility to meet the demands of a changing service Person Specification Essential Essential Minimum GCSE Grade C or equivalent in English and Maths Knowledge of MS-Word, Excel, power point Excellent communication skills Desirable Previous NHS Experience Flexibility to meet the needs of a changing service Desirable Essential Previous NHS Experience Flexibility to meet the demands of a changing service Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name East Kent Hospitals University NHS Foundation Trust Address Kent and Canterbury Hospital Ethelbert Road Canterbury CT1 3NG Employer's website https://www.ekhuft.nhs.uk/patients-and-visitors/ (Opens in a new tab)