Job summary
- Main area
- Administrative Services
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday 8.30am to 4.30pm)
- Job ref
- 327-25-502
- Employer
- Gloucestershire Health and Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Working Well, Rikenel
- Town
- Gloucester
- Salary
- £24,625 - £25,674 Per Annum
- Salary period
- Yearly
- Closing
- 04/07/2025 23:59
- Interview date
- 16/07/2025
Employer heading
Service Administrator
Band 3
We love what we do and we think you will, too!
At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and in a range of other locations across the county.
We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. We put people at the heart of our services, focusing on personalised care by asking ‘what matters to you’.
We’re passionate about making sure that everyone can contribute to achieving our mission and we are continually working to support healthy and happy high-quality teams in all areas of the Trust.
Our application process aims to understand each candidates knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.
It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us .
Job overview
Working Well is a SEQOHS accredited NHS Occupational Health Service – we help employers and their employees perform at their best by supporting them to proactively manage health at work – because health and wellbeing is everyone’s business.
We provide occupational health services to our NHS Trust and to a wide range of healthcare services across Gloucestershire and the South West of England. We also have contracts with a large number of external clients to provide a range of specialist occupational health services.
An exciting opportunity has arisen for an experienced administrator to join our team. We are looking for someone who is enthusiastic, has a passion for outstanding customer service and who will help drive forward our team vision to deliver safe, effective and quality Occupational Health services.
To work within a multidisciplinary team and provide Occupational Health administration support for all key clinical tasks, in accordance with the requirements of the service, as led by the Administration Services Team Leader.
To project the professional image of the business through demonstrating excellent customer care in all activities.
To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.
To maintain confidentiality at all times.
We are based at Rikenel, Montpellier, Gloucester, GL1 1LY. Our core hours are 08.30 – 16.30 Monday to Friday.
Main duties of the job
- Answer the busy Working Well telephone line.
- Manage the Working Well email inbox.
- Book a variety of occupational health appointments.
- Liaise with clinical and health care professionals.
- Register PrePlacements and referrals
- Cover the Working well reception when required.
Working for our organisation
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Detailed job description and main responsibilities
- Communicating effectively with a wide range of people including private clients, colleagues, HR departments, senior managers and members of the public, ensuring at all times that a professional and helpful approach is presented.
- Manage all Working Well enquiries, some of which can be sensitive and complex in nature by responding to telephone calls, mail and emails in a confident, professional and helpful manner.
- The provision of immediate and relevant advice and guidance or triage to ensure an appropriate clinician is notified in a timely manner that a call back is required.
- To fully utilise, in a timely manner, the G2 database system for recording all actions and client contacts, including registration of clients, checking and updating details and attaching relevant notes and documents.
- Supporting practitioners with G2 data entry and retrieval wherever required.
- To book a variety of appointments in a range of clinics for occupational health practitioners, using the occupational health diary system G2.
- Liaise with private clients, managers and HR regarding the progress of Management Referrals and their Occupational Health reports, whilst taking into account the sensitivity and urgency of some cases
- Ensuring all consent is recorded and within GDPR regulations before reports are sent. Reports are then uploaded to the individual medical record and all action recorded on G2.
- Liaise with private clients, Managers and HR regarding the progress of clearance of new employees and their fitness reports, using judgement to ensure urgent cases are dealt with appropriately.
- Prepare and securely send immunisation history reports.
- Cover of Working Well reception when required.
- To liaise with private clients, managers and HR in order to arrange case conferences for a multi-disciplinary meeting with occupational health practitioners.
- To make arrangements for booking interpreters for any appointments as needed, ensuring G2 is updated accordingly.
- To check and send any Occupational Health reports needing to be sent securely outside the G2 system, by post or email, using appropriate confidentiality processes, uploading and recording on G2.
- Liaise with external clients regarding their clinics, booking their clinics onto G2 and securely sending reports following clinic.
- As part of a team, to assist in maintaining, and procuring the various non-clinical equipment and consumables on site.
- Prioritise workload, organising work to meet priorities and highlighting to appropriate colleagues/managers when potential problems may occur.
- Keep all files, systems and paperwork up to date in line with departmental procedures highlighting any difficulties or potential issues to line manager.
- Ensure all paperwork is filed/scanned or disposed of promptly and securely.
- To undertake other support functions as requested by the Administration Services Team Leader.
- Act in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.
Person specification
Experience
Essential criteria
- Experience of providing excellent Customer Service by telephone and email
- Experience of being methodical, accurate, and able to work systematically with attention to detail particularly in respect of data entry
Personal Skills
Essential criteria
- Effective communication skills both written and verbal
- Ability to problem solve and prioritise
Employer certification / accreditation badges
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Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Sam Boulton
- Job title
- Administration Services Team Leader
- Email address
- [email protected]
- Telephone number
- 0300 421 4455
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