Occupational Health Administrator London, England
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Location
About the job
Job summary
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.
UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.
The UKHSA People Function plays a key role in supporting the business through change as we build our organisation and ensure we recruit and retain the very best people to achieve our vision. Our people and culture are integral to our organisations identity and the success of our strategy, policy, and operations for protecting the public requires recruiting, developing, and retaining high-calibre people in all areas and ensuring they work well together. This means a customer-focused, solution-driven delivery of priorities across the whole HR spectrum - at the same time as undergoing our own restructure to ensure we are appropriately sized and skilled to deliver and excel.
This is an exciting opportunity to join the People Group (HR) in UKHSA as we embark on enabling the new organisation to the next stage of its development.
Job description
Location: The UK Health Security Agency (UKHSA) offers hybrid working this means that whilst the role will be based in Colindale office, there will be opportunities for an element of working from home. UKHSA have office locations across the UK. Currently, this role will be based in the Colindale office 2 days a week, working from home 3 days a week.
Primary duties include managing the OH database system and medical files, preparation of clinic lists, answering the telephone, managing the OH inbox, making appointments and general administrative duties. You will also need to support clinics, onsite at Colindale. You will assist the Occupational Health Advisors in facilitating the provision of high quality OH care to the staff of the UKHSA.
Responsibilities
- Assist with organising and coordinating the general running of the OH service
- Support onsite clinics at Colindale
- Liaison with key stakeholders
- Coordination of referrals from managers and HR relating to sickness absence or fitness to work
- Review all incoming mail (OH mailbox and the Staff Wellbeing mailbox) and telephone calls, alerting OH Clinical staff to any urgent issues
- Organise OH physician and OH , Advisors appointments diary
- Organisation and maintenance of the medical records system. Ensuring records are stored and disposed of in accordance with the UKHSA Records Management Policy and The Health and Safety Executive Guidelines for ensuring the safe keeping of notes and also in accordance with the Data Protection Act.
- Assist with organising the annual Influenza programme
- Ordering of vaccines, stationary and all medical and first aid supplies, the processing of requisitions and receiving of goods
- To perform any other duties required by the line manager commensurate with the grade
- Dealing with routine enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
- Answer telephone calls, taking messages and passing on accurately to the relevant departments/person.
- Ensure that all complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to appropriate manager as required.
- Responsible for organising meetings for the department and planning any administrative work as required.
Person specification
It is important through your application and Statement of Suitability of no more than 750 words that you give evidence and examples of proven experience of each of the following criteria:
Essential :
- Good understanding of MS Word, Excel and Teams
- Experience of working with process flows, SLA’s and SOPs
- Well organised, pragmatic and a problem solver
- Able to work on own initiative, prioritising work, within defined policies and procedures to set timescales.
- Good understanding of GDPR practices and requirements
Desirable
- Experience of working with case management systems
- Previous experience working in a similar service area
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- Range of health and wellbeing support
Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at Childcare Choices , 30 Hours Free Childcare, Tax-Free Childcare and More , Help with Costs , GOV.UK
Things you need to know
Selection process details
Your Statement of Suitability (no more than 750 words) should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).
You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.
STAGE 1 - APPLICATION & SIFT:
You will be required to complete an application form. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this.
If you are successful at this stage, you will progress to an interview.
STAGE 2 – INTERVIEW
This competition will involve an interview by Teams.
As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification.
For this vacancy we are using Success Profiles to assess your application, using Experience and Behaviours.
The Success Profiles framework will be used to assess and recruit the most suitable candidate. The following behaviours will be used at the interview:
- Working together
- Managing a quality service
- Seeing the bigger picture
Expected Timeline:
Advert close: 23:55hrs on 26th March 2023 – unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Interviews: w/c 10/04/2023
Please note these dates could be subject to change.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.
Security clearance level requirement
Successful candidates must pass a disclosure and barring security check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard. People working with government assets must complete Basic Personnel Security Standard checks.
For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.
Please Note
This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&C’s are found https://www.ukhsa.reed.com/
Are you already a civil servant, or employed by a Civil Service Commission accredited public body? Please state home department on your application form.
Do you meet the nationality requirements for this post? https://www.ukhsa.reed.com/
The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: [email protected]. If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website.
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
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