OH Administrator

Job title: OH Administrator

Salary: £31000                              
Grade: Pay Band 1

Contract type: TfL / 16 Months FTC

Reference: 5053

Team:  Business operations

Contract details: Full-time / Hybrid - 3 days in the office / 2 days WFH 

Location: 31 Borough High Street, London, SE1 1LZ

Closing date: 31st of July 2016 @23:59

External - All offers of employment are subject to satisfactory right‑to‑work checks.  Candidates must be able to demonstrate their right to work in the UK.  At the present time TfL is unable to offer visa sponsorship for this role

Overview of project/role

The role of occupational health (OH) clinical administrator is to support the clinical OH staff in delivery of a comprehensive, professional Occupational Health clinical service to its customers.

Occupational health encompasses medical advisory services, counselling, physiotherapy, health and wellbeing and drug and alcohol services.  The role of the OH Clinical Administrator ensures, via robust processes, that the services run efficiently and in keeping with Data Protection principles.

This is achieved by collaboratively working within the OH department and communicating with customers in a variety of ways. The role is often the first point of contact for our customers and therefore integral to our relationship with staff and managers.

Key Accountabilities

• Accountable for welcoming environment in reception, greeting employees and other visitors and undertaking all necessary reception and administrative tasks with courtesy and efficiency, liaising with clinicians as necessary, in order to promote a welcoming and professional image of TfL Occupational Health and to contribute to smooth running of OH clinical services.
• Accountable for efficient and accurate arrangement of OH appointments for new entrants, contractors and employees and for processing referrals from managers and/or employees to OH (including Medical Assistance Programme) to contribute to smooth running of clinics.
• Accountable for day to day organisation of clinics in their area of responsibility to enable best use of time for the clinician and the employees attending, in collaboration with other OH clinical administrators.
• Responsible for dealing with high volume of customer enquires over the phone, ensuring customer queries are answered and prioritised.
• Accountable for accuracy and detail of file management and record keeping including electronic records, in order to contribute to smooth running of OH clinical services.
• Responsible for the management, organisation, prioritisation and accuracy of their own workload while working to tight deadlines.

Skills, Knowledge & Experience

Skills

• Excellent interpersonal and communication skills with strong customer service experience 
• Competent in numeracy and written English; accurate with strong attention to detail
• Ability to problem solve
• Ability to organise, prioritise and multi-task, meet tight deadlines and work well under pressure
• Ability to demonstrate partnership and team working; customer focus; influence and effective communication (in writing, via the telephone and face to face)
• Ability to triage referrals to OH following guidance based on risk
• Skilfully communicate outcomes based on application of guidance which may disappoint receiver
• Ability to work with employees facing health issues including using empathy
• Ability to manage own emotional wellbeing, avoiding emotional overload, whilst working with employees who are not well 

Knowledge

• Sound knowledge of Windows NT including Excel and Windows (E)
• Understanding of data protection requirements. (E)
• Medical Administrative knowledge or relevant experience 
• Accessible pathways to appropriate levels of support
• Medical confidentiality and consent 

Experience

• Previous administrative experience
• Experience of SAP or similar database operation
• Experience of working within a health care orientated environment
• Customer service experience essential (E) 

Application Process

• Please apply using your CV
• Think carefully about the skills, knowledge and experience in the advert and cover this in your CV
• PDF format preferred and do not include any photographs or images

Benefits

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow.  Rewards vary according to the level of role but mostly include the below:
 

• Final salary pension scheme
• Free travel for you on the TfL network
• Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home or 75% reimbursement on a 28-day flexi ticket
• 30 days annual leave plus public and bank holidays
• TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow
• Private healthcare discounted scheme (optional)
• Tax-efficient cycle-to-work programme
• Retail, health, leisure and travel offers
• Discounted Eurostar travel
  
  

Vetting Process 

At Transport for London, safety, trust and fairness sit at the heart of how we recruit. Our Vetting Charter (https://tfl.gov.uk/corporate/careers/our-vetting-process) explains the checks we carry out before you join us, helping ensure we create a safe, inclusive and reliable network for everyone who depends on our services. We simply ask that the information you provide is honest and accurate so we can progress your application smoothly. If something doesn’t match or can’t be verified, we may not be able to move forward with your application, but we’ll always treat you with transparency, respect, and clear communication throughout.

Equality, diversity and inclusion 

We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.