Occupational Health & Wellbeing Senior Administrator

Job overview

To work with the administrative team to ensure the smooth running of all OH administrative duties within agreed procedures. To prioritise and co-ordinate reception, provide clerical and administrative support to the Occupational Health & Wellbeing department, in particular, support for the clinical service provided by the department.

Main duties of the job

The post holder will be required to work autonomously from time to time and exercise a measure of independent judgement and use of initiative.

Detailed job description and main responsibilities

Co-ordinate the administration of employment assessment services including processing of paperwork,  scheduling of appointments and preparation of notes. Following clinical assessment to update medical notes  as required, instigate actions as requested, record and follow up non-attendance to clinics in line with  departmental procedures. All information to be recorded on computer for statistical analysis. To maintain all records in an appropriate up-to-date manner. To organise and oversee the filing and  recording of information in clients’ electronic files. To ensure that reception/administrative staff are familiar  with all office procedures. To maintain clinic session appointment systems for Occupational Health & Wellbeing staff including  arranging appointments by letter or telephone, ensuring medical notes are correct and available for appointment, updating medical notes as required, instigate actions as requested, or using own judgement  and initiative where necessary. Record and follow up non-attendance to clinics in line with set procedures.  Accompany Occupational Health & Wellbeing staff to peripatetic clinics as requested. Ensure the timely  running of clinic sessions, including OH physicians. Following clinic, notate records, reschedule  appointments, issue appointments to clients and maintain appointment diary in advance. Booking new clients  in for their counselling and clinical psychology appointments, which involves informing clients about  confidentiality and how their information is managed and recording details of the issue they are bringing to  the service. This can sometimes be challenging as the client may be feeling upset and anxious. A calm,  caring yet professional manner is required to support them. The post holder will be handling sensitive and  confidential information every day.