Administrative Team Coordinator - Harrogate, United Kingdom - Harrogate and District NHS Foundation Trust

Harrogate and District NHS Foundation Trust

Verified Company

Harrogate, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

We are looking for a part time Administrative Team Coordinator to join our small, welcoming Occupational Health Team.

The post holder will provide leadership for and management of clerical, administrative and reception services for the Occupational Health Department and Wellbeing and Psychology Service.

Accurate keyboard skills and experience in using Microsoft Word, Outlook and Excel are essential also the ability to learn to use new IT systems.

If you have excellent organisational skills, are able to prioritise and deal with competing demands and have customer facing and accounting experience we would like to hear from you.

To support the delivery of occupational health and wellbeing services to the Trust, Healthcare Integrated Facilities (HIF) and external organisations

To act as initial point of contact for enquiries or calls to Occupational Health/Wellbeing Service.

To assess urgency of enquiry and if necessary refer to appropriate member of the team - nurse, doctor, psychologist or counsellor.

To develop and coordinate systems and data and lead on the maintenance of an accurate occupational health/counselling records system, both paper files and computerized records

To support clinicians in the provision of assessment for fitness for work, managing wellbeing and attendance at work and the provision of psychology and counselling support services.

To support the Occupational Health & Wellbeing team in the coordination and delivery of promotional activity to stakeholders

To lead and manage the Occupational Health and Wellbeing Administrative Team undertaking 121 meetings and appraisals as appropriate.

To work with the department budget holder to manage stock control and accounts (requisitions, invoices)

At Harrogate and District NHS Foundation Trust we provide 'outstanding' care to both our patients and our staff. We support staff through benefits, health and wellbeing initiatives and opportunities for personal and professional development.

An inclusive and supportive culture our Trust encourages staff to bring their whole selves to work and active Staff Networks identify areas for improvement.
Staff Recognition as well as regular appraisals, we recognise staff with our Making a Difference, Team of the Month Awards & Colleague Recognition Awards
Employee Support and wellbeing we have a comprehensive Employee Assistance Programme, counselling service and fast track physiotherapy service for employees.

Staff Benefits

We have a range of staff benefits and schemes to support staff health, engagement, wellbeing and inclusion.

Demonstrate excellent listening and communication skills when dealing with clients who may be distressed, anxious, or making a complaint

Deal promptly with enquiries, and direct callers to alternative sources of information as required - to develop good knowledge of Trust and department policies and procedures

Manage incoming mail/messages - liaising with managers/employees (from this Trust as well as other organizations) and clinicians in regard to arranging assessment for fitness to work, sickness absence management or counselling services

Manage the clinical diaries for the department acting as scheduler, creating and booking appointments for manager, physician, nurses psychologist or counsellors

Provide administrative support for any training sessions to be delivered by department staff - preparing presentation materials, handouts etc.

Type letters, reports, promotional fliers etc as required by other members of the team.

Maintain good working relationships with internal and external customers, promoting occupational health and wellbeing services as appropriate with employees, managers etc.

Monitor and maintain levels of stationery and office supplies, and place orders when replacements are required.

Arrange meetings, including booking venues, as required, for both internal and external meetings for the OHWB team.

Assist with the production of agendas and papers for meetings, ensuring they are issued in a timely manner.

Take minutes of meetings and transcribe as required, including the tracking and follow up of actions.

Assist in the development and delivery of training for new staff members as agreed.

Participate in mandatory training courses and any training identified during appraisal.

Involvement in departmental team quality improvement of colleague Occupational Health & Wellbeing services.

Provides cover arrangements for annual leave and sickness absence throughout the Admin team ensuring adequate service provision is provided at all times.

Maintenance of client/employee confidentiality is of paramount importance in this role

For further information on this position please see the Job Description and Personal Specification attached.