Job vacancy: Occupational Health Office Manager, Cwm Taf Morgannwg University Health Board, Pontyclun

Job summary

Main area: Admin Management
Grade: Band 4
Contract: Permanent
Hours: Part time - 30 hours per week (8am - 2pm, Monday - Friday)
Job ref: 110-AC155-0424

Employer: Cwm Taf Morgannwg University Health Board
Employer type: NHS
Site: Occupational Health Department, Royal Glamorgan Hospital
Town: Pontyclun
Salary: £25,524 - £28,010 pro rata
Salary period: Yearly
Closing: Today at 23:59

Occupational Health Office Manager

Band 4

We provide healthcare services to people living in Bridgend, Merthyr Tydfil and Rhondda Cynon Taf county borough areas, serving a population of around 450,000. We are ideally situated between Wales’s capital city, Porthcawl to the west, and the stunning scenery in the Brecon Beacons.

Our vision is to care for our communities and patients by preventing ill-health, promoting better health, providing excellent services and reducing the need for inpatient care wherever possible through the provision of strengthened home, primary and community care.

We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, sex, sexual orientation, gender identity/reassignment, race/nationality, religion/belief, disability, pregnancy and maternity and marriage and civil partnership.

Cwm Taf Morgannwg is a Living Wage Employer.

Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.

All applicants are invited to apply in Welsh or English, and no preference will be given to applications submitted in either language.

Please be advised that there is a temporary top up for Bands 1,2 and 3 to reflect the incorporation of the top up to the living wage of £12 per hour - £23,465 per annum. This temporary top up will be in place until the annual pay uplift for 2024/25 is confirmed

Detailed job description and main responsibilities

The purpose of the role is to provide leadership to a comprehensive administration service to the Occupational Health Service. This includes planning and organising the booking of all Occupational Health Services.

The post holder will manage their own workload and act as day to day manager for the Occupational Health administration staff. The post holder will undertake all duties with regard to staff management.

The post holder will ensure that the Occupational Health waiting lists are managed efficiently by establishing safe and effective systems of work.

The post holder will identify any shortfalls in capacity and demand and escalate as required, to ensure that the UHB achieve and maintain their waiting list targets in relation to Occupational Health Key Performance Indicators and all other standards.

The post holder will work closely with the Occupational Health Business Support manager in planning/maintaining activity for the Service.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Person specification

Qualifications and/or Knowledge

Essential criteria

Level 3 Vocational qualification in Business and Administration, or other relevant subject, or possess skills, knowledge and experience to equivalent level.
Knowledge of secretarial/administrative procedures and systems.
Knowledge of Microsoft Office Word, Excel and Outlook.
Knowledge of Occupational Health Policies and Procedures.
Knowledge and understanding of all waiting times targets for Occupational Health.
Willing to undertake ILM Level 3 Team Leading /Management qualification.

Desirable criteria

Evidence of continued personal development and training.

Experience

Essential criteria

Significant previous experience of working within the NHS.
Working knowledge of all waiting list Management Guidelines.
Extensive experience of waiting list management.
Experience of using a booking systems.

Aptitude and Abilities/Skills

Essential criteria

Ability to work under pressure and to tight deadlines.
Advanced keyboard skills.
Able to adapt to regularly changing priorities.
Excellent organisational and planning skills.
Excellent communication skills.

Desirable criteria

The ability to speak or learn Welsh to a satisfactory level.
Be able to present data/information.

Personal Qualities

Essential criteria

Be able to demonstrate tact and diplomacy.
Able to challenge in the right environment.
Be able to demonstrate leadership skills.
Be able to deal with patients/carers/ relatives in a sympathetic manner.
Confident and professional.
Be able to use initiative to solve day to day issues.
Be able to work well with team members.
Be proactive and have positive approach.

Other

Essential criteria

May be required to travel to other UHB sites and Cardiff & Vale locations in a timely manner to provide office cover.
Able to work hours flexibly.

To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.