Occupational Health Coordinator

Job Introduction

• Compassionate – we show kindness, consideration and understanding in everything we do – and demonstrate our caring nature to our patient, people, and communities.
• Accomplished – we are available day and night – a response, adaptable, professional NHS partner, providing the best advice, care, and treatment for every individual.
• Respectful – we recognise the value that individual and team difference bring – welcoming views, listening, being honest, and learning from others’ experiences.
• Encouraging – we believe everyone matters, so we inspire confidence in other – promoting ‘speaking up’, fostering career-long learning and development, and supporting improvement ideas.

• Acting as the Occupational Health Services (OHS) clinical specialism’s lynchpin, the first point of contact for all enquiries relating to management referrals.
• Receiving and uploading case management referrals into the OHS System prior to clinical triage. 
• Organising appointments for all OHS clinics, maximising the capacity of each clinic by ensuring all appointment slots has been booked and confirmed, responding to request to change appointment dates and times.
• Issuing sensitive employee information e.g. case management referral reports to referring managers, Human Resources (People & Culture) and employees whilst ensuring compliance with the Data Protection Act, Caldicott Guidelines (NHS Quality & Safety standards), and business protocols.
• Using judgement skills when dealing with complex situations e.g. assessing situations and escalating where appropriate, making appropriate judgements to facilitate a smooth-running case management process.
• Supporting delivery of OHS services to and from external contracts.
• Maintaining and responding to all queries and requests from clients who attend OHS appointments.
• Booking the arrival of clients or DNA incidents into the OHS System.
• Calling to confirm attendance or sending text appointment reminders.
• Managing and responding to OHS generic email in box in a timely manner and within agreed service level agreement.  Responding to queries or redirecting to other members of the team or other departments and signposting to other services as required. 
• Dealing promptly with a wide range of enquiries from internal and external customers both orally and in writing and communicating appropriately and flagging up to line manager unresolved issues/problems as they arise.
• Ability to engage in Occupational Health promotion initiatives, present the administrative case for supporting employees’ health and wellbeing, and able to discuss data findings regarding sickness absence records and interventions with senior management.
• Maintaining regular liaising meetings with fellow corporate coordinators & external OH providers to promote synergy within the broader health & wellbeing shared initiatives and collaborative pro-active health promotion projects.
• Supporting the analysis of OHS data provided for internal and external customers.
• Involvement with audits to assist in the evaluation of administration processes against pre-determined Key Performance Indicators.
• Supporting the wider OHS team to organise and undertake health and wellbeing programmes that are targeting specific health issues and long-term sickness costs within the organisation.
• Ability to prioritise work and resolve conflicting diary appointments and schedules.
• Ensuring that good customer service is used to improve service delivery and works to build, develop and maintain excellent and effective customer relationships.
• Supporting the team in maintaining, Effective, Quality Occupational Health Service (SEQOHS) Standards Accreditation (Faculty of Occupational Medicine accreditation scheme which all NHS and commercial OH Services are required to achieve)

• Experience within Occupational Health setting.
• Experience within the Occupational Health specialism is a primary prerequisite.
• 4 GCSEs Grades A-C or equivalent including English and Math's.
• Typing/Word Processing RSA II qualification or appropriate Keyboard skills.  
• Excellent standard of written and oral English.
• Administration experience of 5 years +.
• Customer service experience (either internal or external stakeholders) 2 years +.
• Excellent communication skills.
• Ability to demonstrate good organizational skills.
• Ability to work autonomously on own initiative.
• Occasional Travel to other sites may be required.
• Confidentiality, professional discretion, and diplomacy.
• Positive and proactive.
• Empathetic.
• Team player.

• Educated to A Level Standard