Job summary Provide a comprehensive administrative service to the Cardiff and Vale and Cwm Taf Morgannwg Occupational Health services in accordancewith the grading definitions and requirements. The range of duties may vary as the post is enhanced but the expected level of responsibilitywill 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 focussed 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. Date posted 02 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,928 to £29,551 a year per annum pro rata Contract Permanent Working pattern Part-time Reference number 001-AC467-1224-A Job locations University Hospital of Wales Heath Park Cardiff CF14 4XW Job description 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 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. Job description 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 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. Person Specification Qualifications and Knowledge Essential 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 Desirable IT qualification ILM Certificate level 2 Be proficient in the knowledge of NHS policies and procedures Experience Essential 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 Desirable Experience of establishing administrative systems and routine monitoring systems Knowledge of database Experience of using Oracle Experience of using ESR Skills and Attributes Essential Excellent communication skills 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 change process Ability to deal with new situations as they arise and pass on knowledge to others Desirable 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 Essential 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 Person Specification Qualifications and Knowledge Essential 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 Desirable IT qualification ILM Certificate level 2 Be proficient in the knowledge of NHS policies and procedures Experience Essential 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 Desirable Experience of establishing administrative systems and routine monitoring systems Knowledge of database Experience of using Oracle Experience of using ESR Skills and Attributes Essential Excellent communication skills 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 change process Ability to deal with new situations as they arise and pass on knowledge to others Desirable 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 Essential 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. 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 Cardiff and Vale University Health Board Address University Hospital of Wales Heath Park Cardiff CF14 4XW Employer's website https://cavuhb.nhs.wales/ (Opens in a new tab)