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. 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. 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. Key Responsibilities Provide a comprehensive administrative service to the Occupational Health Service referral management and clinic coordination team. Assist the Head of Employee Wellbeing Service in managing waiting times in line with UHB expectations. Maintain accurate waiting list time predictions and provide regular update reports to the Head of Employee Wellbeing Services. Responsible for the day-to-day management and validation of the Management Referral waiting list and the self-referral waiting lists. 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. Oversee the running of the Occupational Health Service reception area, ensuring that all patients are processed efficiently and professionally. Plan, prioritise and organise own workload and the workload of administration team. Establish Occupational Health practitioner availability for clinic sessions. Oversee cancellation of clinics if necessary. Oversee the allocation of patients to clinic/clinic template, in accordance with the Cardiff and Vale / Cwm Taf Morgannwg Occupational Health Service criteria. 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. Liaise with the multidisciplinary team and ensure that decisions regarding patient management are communicated to the administration team. Undertake surveys or audits relating to the Occupational Health service and assist clinical staff in the collation of data and typing of details for projects, or audits consistent with clinical/service needs. Develop research-based guidelines for the department as necessary, in liaison with clinical staff and management team. Make and receive telephone calls liaising with all levels of clinical staff, both internal and external, local health boards and other healthcare providers (NHS and private) within the United Kingdom along with patients. Provide advice and support on a highly emotive subject. Maintain close relationships with seasonal flu leads acting as a focal point for communication. Exercise judgement in handling and resolving informal complaints around waiting times and administrative processes. Ensure that the administrative service provided is reviewed for improvements and developments. Ensure all relevant correspondence, notes, x-rays and results are readily available for practitioners. Assist the Head of Employee Health and Wellbeing Service in drafting complaint responses as required. Ensure accurate and updated information and data is available for the Head of Employee Health and Wellbeing Service. Oversee the preparation of Occupational Health records, ensuring all investigations and test results are present on the patient’s record prior to the clinic. Undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Cohort data where necessary and dealing with general enquiries. Monitor team performance and highlight any training needs. Arrange in-house training if necessary. Participate in departmental and directorate meetings when required. Develop, maintain and plan a yearly programme to refresh service level agreements and contracts. Manage financial and purchasing information, ensuring accurate records and processing of relevant paperwork. Reconcile information between the Procurement and Financial systems. Oversee the day to day use and development of the Occupational Health (OPAS) database. All employees of the UHB have a statutory duty of care for their own personal safety and that of others. Employees are required to cooperate with management to enable the UHB to meet its 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 intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder.