Job title: Occupational Health Administrator Department: Occupational Health (OH) Reporting to: Director of Human Resources Date: **** Overall Purpose of the role To facilitate the achievement of the company's mission and objectives through the provision of Occupational Health (OH) services Carry out administrative tasks in accordance with policies and procedures This role is designed to provide a comprehensive Occupational Health administrative service to the Occupational Health Team to support the achievement of the overall service objectives and to provide and comprehensive absence management services to Beacon Hospital.
Key responsibilities and deliverables: Administration of absence management processes: Manage current absence management processes in OH including looking after sick leave tracking system ensuring compliance with all aspects of Hospital's Sick Leave Policy at all times Improve and maintain all aspects of absence management through closely working with Management, OH Clinical Team and HR Team Liaise with Managers to ensure Return to Work meeting documentation/forms are received in OH and filed/scanned accordingly Overall responsibility of administration of employee medical certificates from arrival into OH, provision of this data for OH Clinical Team as required and filing/scanning of these medical certificates accordingly Provide required OH support to staff members in respect to their sick leave absences including guidance on Social Welfare Illness Benefit claims Generate and act on absence management data analysis (incl. weekly and monthly reports on sick leave absence rates and compliance rates and any other sick leave related reports as requested by Management, OH Clinical Team or HR Team) Administration of pre-employment screenings and medicals: Overall responsibility for reliable, effective and friendly pre-employment OH service to all Hospital's new staff members Work closely with HR Team to ensure all new starters (incl. re-hires) are deemed fit for their proposed roles Schedule pre-employment screenings in Clinical OHN diaries ensuring all required paperwork is available for OHN at the time of the scheduled desktop screening Schedule pre-employment appointments in Clinical OHN diaries, as requested by OHN following desktop screening, confirming this appointment with new starter Schedule OHP pre-employment appointments with the off-site clinic, as requested by OHN following pre-employment medical, confirming this appointment with new starter and organising transport, as required Arranging Appointments OHN appointments - based on Hospital's Sick Leave Policy and as requested by Management, OH Clinical Team or HR Team OHP appointments - as requested by OH Clinical Team, booking appointment, and confirming appointment with OHNs and employee Consultant appointments - as directed by OH Clinical Team Physio appointments - as directed by OH Clinical Team (for work-related injuries only) Any other appointments (pregnancy risk assessments, ergonomic assessments) - as requested by Management, OH Clinical Team, HR Team or directly by an employee Psychotherapy appointments - as requested by Management, OH Clinical Team, HR Team or directly by an employee Office and File Management Filing system: Overall responsibility for the OH Medical records filing systems for current / open files Overall responsibility for scanning completed / closed out files onto appropriate OH database Processes and workflow - to ensure the smooth and efficient running of the administrative support to OH Clinical Team Automation - in liaison with Lead OHN to further develop OH tracking and recall automated systems for all OH Clinical services to include: vaccinations, cytotoxic surveillance, pregnancy risk assessments, audiometry, etc.
Report generation and data analysis Generation of absence management data analysis (detailed weekly and monthly reports) Provision of Sick Leave Policy compliance monthly data to Management Generation of OH services data analysis reports for Quality Improvement Committee Generation of OH Clinical services data analysis for yearly OH Services report to Senior Management Generation of statistical data for work related injuries in Beacon Hospital Generation of Influenza statistical reports for Beacon Hospital annual Influenza campaign Other responsibilities Effectively manage OH Clinical Team tasks/diaries (incl. preparing daily/monthly/yearly schedules and annual leave cover) to improve utilisation Assist with preparation to JCI (incl. preparing/updating OH policies and all other data as required by OH Clinical Team) Assist with preparation to flu vaccination season and active engagement in running Investigate the best practice for OH and implementing changes to maintain the OH department efficiency Assist with the creation and promotion of wellness wellbeing information and activities.
Assist with organising and planning of OHN self-care talks with departments for staff Assist with creation of new software - MedApp Assist with monthly Health and Wellbeing Calendar planning.
Person Specification Qualifications Previous experience in a fast-paced comparable administrative role Experience using multiple IT systems, including MS Excel and Word Knowledge of Occupational Health Services preferred, but not essential Experience Previous administrative / project management role preferably in a medical environment Job Specific Competencies and Knowledge Proven track of development, implementation and compliance of policies, processes and procedures Knowledge of medical environment (preferably Occupational Health Services as well), Data Protection, computer systems Personal Competencies Good task manager; organised and able to handle a pressurised workload Be flexible, reliable, detail orientated Be able to build positive equitable working relationships Capable of taking responsibility for own workload and working effectively with minimal supervision Excellent verbal and written communication skills Ability to deal with difficult or pressured situation Team player able to work both within the team and on her own All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service.
Therefore, the post holder will be required to demonstrate flexibility as and when required by their Manager or Hospital Management.
This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing.
As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.