Administrator - Caerphilly, United Kingdom - Fusion Occupational Health Limited

Fusion Occupational Health Limited

Verified Company

Caerphilly, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job title:
Administrator

Line manager:
Operations Manager OHA/OHP - reporting to Administration Services Supervisor

Location:
HQ - Caerphilly

Job description and Main purpose of role

To effectively manage the diaries of all fee earners and to ensure that our fee earners and our Clients are updated with visit details and times.

To ensure financial data is inputted accurately to enable consistent and accountable financials.

To ensure timely communications to clients and staff.

To manage and release management reports in line with SLA.

To fully support Operations and Account Management.

Key responsibilities
To maximize utilisation of staff by ensuring when arranging a visit / appointment that:

Geographically situated from fee earners home base (unless specifically agreed with the Operations Manager and/or fee earner)
The correct skill level is applied to the visit / appointment.
The visit / appointment is within the contract / service remit for the Client and convenient to Client.
The visit / appointment is scheduled within the agreed timescales.
The visit / appointment is confirmed in writing to the Client and where appropriate individual Client employee.
The fee earner has all relevant information, documentation and equipment required to undertake the work.
To ensure that any report writing time (e.g. Health surveillance programme) is entered into fee earners diary at time of scheduling the work.
To ensure that all arrangements for the return of documentation / reports / equipment are made.
To ensure that any report to the Client is provided within the agreed timescales and saved to the appropriate destination.
To deal with all incoming enquiries efficiently and within agreed timescales ensuring that all relevant parties / systems are updated immediately.
To liaise with third parties / agencies as required ensuring visits / appointments are scheduled within agreed timescales.
To ensure any equipment or consumables are ordered in a timely manner to ensure availability for work to be undertaken.
To input work accurately into IT systems
To attend and participate in any meetings and training as required.
To ensure the Office Supervisor/Operations Manager is aware of any issues nonconformance's relating to clients or the efficiency of the department immediately.
Responsible for ensuring compliance with the Quality Policy and the requirements of Fusion OH's QMS and applicable Policies and Procedures.
To report any issues or complaints to their managers.

Person specification

Experience/knowledge required
Computer literate, especially in Word, Excel, Electronic diaries

Excellent verbal and written communication style

Proactive client communication

Personal characteristics

Can work proactively and effectively as part of the wider OH team
Is flexible and adaptable
Communicates positively at all levels both internally and externally
Works in line with business requirements, adapting to all elements of admin role tasks.

Level of qualifications

Desirable