Occupational Health Administrative Assistant inKettering inKettering PUBLISHED 14 DEC 2023

• To meet and greet patients and visitors to the department and to deal with enquiries in anefficient, polite and courteous manner providing a caring, considerate and helpful serviceto the patients and carers.
• To be responsible for the maintenance of the clinics; attendance.
• Booking appointments
• To communicate with the patient regarding demographics and other personal details toensure that the patient administration system and case note documentation isimmediately updated
• Work closely with the nursing staff, announcing visitors and patients to staff and to informthe patients with regards to any clinic delays
• Answer telephone queries take messages direct where appropriate; provide assistancedirecting visitors to the appropriate locations.
• Book follow up appointments as required by the clinician ensuring that theclinic capacity is adhered to.
• To participate in training/induction of new staff.
• It may be necessary on occasions to provide cover to other reception areas

This is an exciting opportunity to join a well-established team within our Occupational Health department. This role serves patients and visitors by greeting, welcoming and directing them appropriately, together with answering the telephone enquiries both internally and externally. Booking appointments and upcoming clinics.

Key skills to include customer focus, professionalism, self-motivation, adaptability, flexibility and listening. Excellent telephone and communication skills are essential.

As part of a small team, you will provide an administrative function for the Occupational Health Team. The role will involve use of our OPAS G2 Data Management System, all Microsoft 365 applications and a high level of communication skills to liaise with staff, managers, new employees and external stakeholders on a daily basis.

As part of your application we would like the first paragraph of your supporting statement to answer the question:

What is your understanding of Occupational Health?

Failure to answer this question may result in you application not being shortlisted as attention to detail is required for the role.

To assist with the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures.

Carry out a range of administrative tasks, to include but not exclusive to:

• Organise and co-ordinate meetings and take minutes, and ensure actions are followed up.
• Assist with the collection of Occupational Health data for internal requirements also the data for Public Health as required for example as in immunisation data re uptake.
• Handle all requests received at Reception
• Handle telephone enquiries
• Booking in patients and arranging their appointments
• Ensure the reception desk is clean and tidy at all times.
• To provide administration and clerical support to the team as and when required.
• Attend training sessions as and when directed by management.
• Committed to developing own skills and assist in training and development of others.
• Observe all instructions regarding policies and procedures of departments and Trust
• Always observe confidentiality (patients, visitors, personnel or any trust details)