Occupational Health Service Administration Team Leader
Cardiff and Vale University Health Board
Provide a comprehensive administrative service to the Cardiff and Vale and Cwm Taf Morgannwg Occupational Health services in accordance with the grading definitions and requirements. The range of duties may vary as the post is enhanced but the expected level of responsibility will be uniform and will include the supervision of other lower graded administration and clerical staff.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
* To provide comprehensive administrative support to the Occupational Health Service and produce Key Performance Data.
* To manage and lead a team of Administration/ Coordinator staff on a daily basis.
* To proactively manage the Occupational Health waiting list.
* To manage and address operational issues in relation to the Occupational Health service, in liaison with the Head of Employee Health and Wellbeing Services and Occupational Health Senior Team.
About us
Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focused on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.
Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.
Job responsibilities
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 team.
2. Assist the Head of Employee Wellbeing Service in managing waiting times in line with UHB expectations.
3. Maintain accurate waiting list time predictions and provide regular update reports to the Head of Employee Wellbeing Services.
4. 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 and waiting times in order to identify schemes and initiatives for the maintenance and reduction of waits.
6. 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 the 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 Health Service 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. Liaise with the multidisciplinary team and ensure that decisions regarding patient management are communicated to the administration team.
12. Undertake surveys or audits relating to the Occupational Health service and as required assist clinical staff in the collation of data and typing of details for projects, or audits consistent with clinical/service needs.
13. Develop research-based guidelines for the department as necessary, in liaison with clinical staff and management team.
14. Make and receive 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. Maintain 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. Ensure that the administrative service provided is reviewed in order that improvements and developments can be made to the work undertaken. Monitor systems and procedures used.
18. Ensure 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. Ensure accurate and updated information and data is available for the Head of Employee Health and Wellbeing Service, in order to provide updates to the Senior Team, WOD, Board and for analysis by WAG.
21. Oversee the preparation of Occupational Health records, tracking records as necessary, and ensure, through critical examination of individual patient Occupational Health records, that all investigations and test results are sought and are present on the patients record prior to the clinic.
22. Undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Cohort data where necessary and dealing with general enquiries.
23. Monitor team performance and highlight any training needs. Arrange in-house training if necessary. Provide support for new team members and trained staff.
24. Participate in departmental and directorate meetings when required.
25. Develop, maintain and plan a yearly programme to refresh the contents of service level agreements, business contracts and maintenance contracts, along with types of cover and yearly costs. Establish and maintain an accurate inventory.
26. Manage financial and purchasing information, ensuring accurate records and prompt processing of relevant paperwork. Reconcile information 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 or omissions. Employees are required to co-operate with management to enable the UHB to meet its own legal duties and to report any hazardous situations 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, following consultation with the post holder.
Person Specification
Qualifications and Knowledge
* NVQ4/ Undergraduate Diploma or equivalent (NVQ3 + Specialist knowledge) or equivalent experience.
* Evidence of continuous professional development.
* Relevant secretarial typing qualification or equivalent experience.
* Minimum 5 GCSE grades or equivalent experience.
* An understanding of NICE guidelines for the management of Staff Wellbeing.
* Be proficient in the knowledge of NHS policies and procedures.
Experience
* Previous experience of working in the NHS.
* Experience of using Microsoft Office, specifically, Word, Outlook and Excel.
* Experience of working in a busy demanding environment.
* Previous experience of managing services/ waiting lists.
* Experience of establishing administrative systems and routine monitoring systems.
* Knowledge of database.
* Experience of using Oracle.
* Experience of using ESR.
Skills and Attributes
* Ability to function efficiently under significant pressure and in highly emotional situations.
* Ability to meet deadlines with multiple demands.
* Ability to analyse data.
* Ability to maintain effective multi-disciplinary working relationships.
* Able to manage/ prioritise own workload and workload of a team.
* Ability to work on own initiative.
* Ability to motivate others in the change process.
* Ability to deal with new situations as they arise and pass on knowledge to others.
* Ability to communicate with work colleagues and exercise a responsible attitude and behaviour.
* Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Other
* Flexible approach to work.
* Reliability & Commitment.
* Committed to the job and providing a quality service.
* Adaptable to changes within the working environment.
* Ability to work under pressure.
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.
Cardiff and Vale University Health Board
£26,928 to £29,551 a year per annum pro rata.
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