Job Description

The role will be working onsite at least 2 days a week, this will then switch to at least 3 days onsite as it will be in line with the rest of the department.

• To provide administrative services on behalf of the Workplace Health service to all users of the service.
• To act as the first point of contact for all visitors to the department.
• To develop and implement efficient administrative procedures, ensuring confidentiality and high levels of customer care. This involves the provision of administrative and secretarial support for the effective management of the clinical activity.

Duties and Responsibilities:

• To be the first point of contact for students, employees, and visitors accessing the WH Service either by telephone, email, or in-person and to treat clients in a courteous and professional manner.
• Manage the Workplace Health communication, including email, post, and telephone calls, and directing them to the appropriate team member.
• Monitor and maintain the WH email accounts, dealing with and responding to emails appropriately in line with the university, Human Resources (University HR) communication standards
• Manage and maintain the clinical diaries, booking appointments for clients, and sending out relevant forms and questionnaires prior to appointments. To process all related questionnaires which are received from the portal.
• Ensure that all relevant information in support of daily clinics is available to the clinical team prior to running the clinic.
• Maintain accurate, confidential, and secure systems for recording electronic and scanning paper occupational health records.

Required Knowledge, Skills, and Abilities

Experience of working in a busy reception/customer focus environment. Experience in dealing with customers both face to face and on the telephone. Experience in providing a broad range of administrative and secretarial support to a team and anticipating their administrative needs. Experience in setting up administrative and office systems and monitoring effectiveness. Experience in using computerized record-keeping systems or database applications. Strong organizational skills and the ability to prioritize in the face of competing demands. Ability to use own initiative to ensure the smooth running of the service. Ability to work accurately and with attention to detail. Excellent levels of literacy and numeracy, to enable accurate typing of reports and writing of minutes. A commitment to a high level of discretion, confidentiality, and customer care.