Occupational Health Receptionist/ Administrator inCanterbury inCanterbury PUBLISHED 3 MAY 2024

Job summary

We are looking for an enthusiastic and self-motivated individual to join our Occupational Health (OH) Department. Based at our Kent and Canterbury site, the post holder will be required to travel between all Trust sites as part of their role.

The OH Department provides a range of high-quality OH Services to staff at East Kent Hospitals, alongside supporting staff in other local NHS, public sector and commercial businesses. The reputation of our services relies on delivering a first-class service and the ideal candidate will have good administration skills and previous experience of customer service.

Main duties of the job

This post provides full administrative services to the Occupational Health Team, working with East Kent Hospitals University Trust staff, and other NHS clients within Kent to include Income Generation Clients.

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.


Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.


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. To maintain confidentiality at all times.

1. Answer telephone enquiries, take messages accurately; give information and advice (non-medical) in a manner responsive to the clients needs and in accordance with trust process.

1. To process email enquiries received in the OH email accounts

1. To process documents received via the OH Portal

1. Make appointments for staff as directed using , ensuring maximum use is made of all clinical appointments and relevant documents are available to enable clinical decisions to be made.

1. To undertake photocopying, scanning, sort and accurately circulate mail

1. Accurate and timely data entry, electronic filing of OH medical notes using WinDip Software, and retrieval of notes as required.

1. Incoming and outgoing correspondence to be dealt with in an appropriate manner, using standard formats where indicated.

1. Assist in collection, collation and presentation of data for research/statistics as appropriate for decision-making and allow for forward planning of future services.

1. Ensure that stationery supplies are adequate and notify Administrator as and when re-stocking is required. Accept deliveries and ensure they are signed for.

1. Assist in the support of OH client portal to ensure client service satisfaction is maintained.

1. Provide cross site cover during periods of absence.

1. To undertake any other duties as appropriate to Band 2 criteria in order to fulfil the requirements of the service

1. To undertake any training relevant to the post including mandatory training.

1. To develop and maintain good working relationship with colleagues

1. To suggest improvements in services and procedures wherever possible

1. 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. To maintain confidentiality at all times.

1. Answer telephone enquiries, take messages accurately; give information and advice (non-medical) in a manner responsive to the clients needs and in accordance with trust process.

1. To process email enquiries received in the OH email accounts

1. To process documents received via the OH Portal

1. Make appointments for staff as directed using , ensuring maximum use is made of all clinical appointments and relevant documents are available to enable clinical decisions to be made.

1. To undertake photocopying, scanning, sort and accurately circulate mail

1. Accurate and timely data entry, electronic filing of OH medical notes using WinDip Software, and retrieval of notes as required.

1. Incoming and outgoing correspondence to be dealt with in an appropriate manner, using standard formats where indicated.

1. Assist in collection, collation and presentation of data for research/statistics as appropriate for decision-making and allow for forward planning of future services.

1. Ensure that stationery supplies are adequate and notify Administrator as and when re-stocking is required. Accept deliveries and ensure they are signed for.

1. Assist in the support of OH client portal to ensure client service satisfaction is maintained.

1. Provide cross site cover during periods of absence.

1. To undertake any other duties as appropriate to Band 2 criteria in order to fulfil the requirements of the service

1. To undertake any training relevant to the post including mandatory training.

1. To develop and maintain good working relationship with colleagues

1. To suggest improvements in services and procedures wherever possible

1. 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 and Desirable

Essential

• Educated to GCSE level with A-C grades in English and Maths or equivalent qualifications
• Knowledge of microsoft office packages
• Knowledge of general Office procedures

Desirable

Desirable

• Ability to remain calm under pressure
• Experience of NHS processes and proceedures
• Knowledge of Occupational Health systems e.g. eOPAS/CITO

Person Specification
Essential and Desirable

Essential

• Educated to GCSE level with A-C grades in English and Maths or equivalent qualifications
• Knowledge of microsoft office packages
• Knowledge of general Office procedures

Desirable

Desirable

• Ability to remain calm under pressure
• Experience of NHS processes and proceedures
• Knowledge of Occupational Health systems e.g. eOPAS/CITO

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 .

From 6 April 2, 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. .

Additional information
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 .

From 6 April 2, 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. .

Employer details

Employer name

East Kent Hospitals University NHS Foundation Trust
Address

Kent and Canterbury Hospital

Canterbury

CT1 3NG

Employer's website