Occupational Health Administrator Apprentice

London (Greater)
13 Apr 2021
26 Apr 2021
Contract Type

The Role

Our Apprenticeship scheme provides a perfect way to earn a wage while you gain vital work experience and a nationally recognised qualification. You will be fully supported and mentored through your apprenticeship and be given protected time to complete your course work. When you’ve finished, we’ll help you in your next steps.

Apprenticeship Job Role

To provide a high quality and efficient administrative service within the occupational health service and excellent customer service to colleagues across the council and outside contracts.

Specific Duties and Responsibilities

  1. To work closely with Human Resources colleagues to support the OH clinics and their administration including co-ordination of files, allocation of appointments, filling, cancellation appointment slots, meeting and greeting.
  2. To produce high quality correspondence, with good attention to detail, to ensure the needs of the clients are met in a sensitive manner.
  3. To update spreadsheets in relation to Health History Forms, starters, leavers etc.
  4. To oversee the uploading of relevant documents onto an online database.
  5. Maintain accurate filing system of both digital and hardcopies for client files.
  6. To provide general admin support to Occupational Health staff, as required, including small bespoke projects.
  7. To contribute to the processing of management referrals to Occupational Health, including creating digital client folders and inputting into a database.
  8. To ensure Occupational Health supplies are fully stocked at all times, including photocopying of forms, flyers for the clinic rooms etc.
  9. To contribute to the dispatch of clinic reports and the process for requesting medical information from GP’s and other health professionals.
  10. To contribute to health promotion activities by producing posters, photocopying handouts, setting up stands etc.
  11. To manage medical sensitive information that is highly confidential in a way that is tactful, professional and ensures confidentiality is maintained at all times and in line with Council processes. 
  12. To represent Occupational Health and HR in a professional manner at all times, ensuring a high standard of customer service to both colleagues and clients.
  13. To work within the following hours i.e. 8.30 am to 4.30 pm to fit in with Occupational Health clinics etc.
  14. To work in a centralised, multi-site HR Service servicing the Shared Staffing Arrangement between the London Borough of Richmond-upon-Thames and the London Borough of Wandsworth.

Generic Duties and Responsibilities

  • To contribute to the continuous improvement of the services of the Boroughs of Wandsworth and Richmond.
  • To comply with relevant Codes of Practice, including the Code of Conduct and policies concerning data protection and health and safety.
  • To adhere to security controls and requirements as mandated by the SSA’s policies, procedures and local risk assessments to maintain confidentiality, integrity, availability and legal compliance of information and systems
  • To promote equality, diversity, and inclusion, maintaining an awareness of the equality and diversity protocol/policy and working to create and maintain a safe, supportive and welcoming environment where all people are treated with dignity and their identity and culture are valued and respected.
  • To understand both Councils’ duties and responsibilities for safeguarding children, young people and adults as they apply to the role within the council. 
  • The Shared Staffing Arrangement will keep its structures under continual review and as a result the post holder should expect to carry out any other reasonable duties within the overall function, commensurate with the level of the post.

Additional Information

You will have:

  • Basic keyboard skills, use of Microsoft Office, email & Outlook Calendar and the internet
  • Good communication skills, including the ability to take and give simple messages, to communicate effectively verbally and in writing with a range of people and to take down telephone messages clearly and accurately
  • Good interpersonal skills and proven experience of dealing effectively, politely and diplomatically with people, both face-to-face and on the telephone.  
  • Able to understand & respect the importance of confidentiality, both within & outside the workplace
  • Ability to work flexibly and co-operatively with colleagues in a team, asking for and giving support as needed
  • Able to understand the importance of being punctual & the impact absence has on the effectiveness of the team
  • Knowledge of customer care, able to deal professionally with customers.
  • An understanding of the importance of equality and diversity and health and safety in the workplace  

The successful candidate will be surrounded by experienced staff who will provide close support.

You will be working towards a Business Administration Level 3 Apprenticeship Standard

If you do not hold GCSE A-C/9-4 in maths and English then you will be required to undertake the Functional Skills Level 2.

For more detail please see the attached Job Specification

Eligibility Requirements:

  • Must be 16 or over
  • Must have lived or worked in the UK/EU for the last 3 years
  • Must not be enrolled in full-time education or enrolled on any other funded courses.

Interested in finding out more or looking to apply, please email your CV to Jackie Brown:

M: 07557863654

E:  apps@richmondandwandsworth.gov.uk

Please do not apply through the website - we are only accepting CV's via email.