Occupational Health Service Administration Team Leader

WHO WE ARE:

Together we are committed to improving health outcomes for everyone and to delivering excellent care and support.

We aspire to deliver outstanding care and treatment for people when they need it, where they need it; care that compares well with the best in the world, but to do so, we need to transform how we deliver services over the next decade and beyond.

We are a values-driven organisation and out goals will only be realised if our values are at the heart of everything we do. Created by colleagues, patients and their families and carers, our values are:

• We are kind and caring
• We are respectful
• We have trust and integrity
• We take personal responsibility

OUR REGION:

Whether city life or rural living, Cardiff and the Vale offers the best of both worlds.

Job overview

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

Working for our organisation

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.

Detailed job description and main responsibilities

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. To 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

1. Oversee the running of the Occupational Health Service reception area, ensuring that all patients are processed efficiently and professionally.
2. Plan, prioritise and organise own workload and the workload of administration team.
3. Establish Occupational Health practitioner availability for clinic sessions. Oversee cancellation of clinics if necessary.
4. Oversee the allocation of patients to clinic/clinic template, in accordance with the Cardiff and Vale / Cwm Taf Morgannwg Occupational Health

1. Refer non-routine enquiries to the appropriate clinical staff. Answer enquiries in Head of Employee Health and Wellbeing Service absence,

1. To liaise with the multidisciplinary team and ensure that decisions regarding patient management are communicated to the administration

1. Undertakes surveys or audits relating to the Occupational Health service and as required assists clinical staff in the collation of data and

1. Develops research-based guidelines for the department as necessary, in liaison with clinical staff and management team.
2. 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.
3. Maintains close relationships with seasonal flu leads acting as a focal point for communication.
4. Where appropriate, exercise judgement in handling and resolving informal complaints around waiting times and administrative processes.

1. The individual will ensure that the administrative service provided is reviewed in order that improvements and developments can be made to

1. Ensures all relevant correspondence, notes, x-rays and results are readily available for practitioners.
2. Assist the Head of Employee Health and Wellbeing Service in drafting complaint responses as required.
3. Ensures accurate and updated information and data is available for the Head of Employee Health and Wellbeing Service, in order to provide

1. To oversee the preparation of Occupational Health records, tracking records as necessary, and to ensure, through critical examination of

1. To undertake general reception duties, receiving patients, checking personal and demographic details, amending Patient Cohort data

1. Monitor team performance and highlight any training needs. Arrange in- house training if necessary. Provide support for new team

1. Participate in departmental and directorate meetings when required
2. Develop, maintain and plan a yearly programme to refresh the contents of service level agreements, business contracts and maintenance

1. Manage financial and purchasing information, ensuring accurate records and prompt processing of relevant paperwork. Reconcile

1. 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.

situations or defective equipment.

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

• IT qualification
• ILM Certificate level 2
• 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

• 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

• 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

MANAGING YOUR APPLICATION:

We are keen to break down barriers in the UHB, and encourage applications from under-represented groups.

Applicants are invited to apply in Welsh. Any application submitted in Welsh will not be treated less favourably than an application made in English.

The UHB reserves the right to close this vacancy after 24 hours if a large number of suitable applications are received. Therefore, we encourage early applications to ensure consideration for this post.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.