Faculty/Administrative/Service Department:
Post DetailsLast Updated: 21/10/2014Faculty/Administrative/Service Department:Trading Services & Business SupportJob Title:Administrative Assistant Job Family & Job LevelProfessional Services2bResponsible to:Administrative Team Leader, Robens Centre for Occupational Health & SafetyResponsible for:None Job Purpose Statement To provide administrative support within the Robens Centre for Occupational Health and Safety (RCOHS), an enterprise unit of the University of Surrey. Through client liaison and effective record keeping the post holder will contribute to the efficient and successful delivery of RCOHS contractsProblem Solving, Accountability and Dimensions of the role The post holder has specific responsibility for the provision of administrative services, within a clearly defined section of work. They will operate with minimum supervision with regards to the day-to-day planning, organising and performance (to an agreed quality standard and specification) of a wide-range of administrative activities.To ensure the consistency and quality of the administrative support delivered across the department the post holder will normally work within well-established documented administrative processes, protocols and procedures. They will need to have detailed knowledge of and adhere to RCOHS procedures for ensuring high quality standards of service and are expected to treat privileged information with the utmost confidence. They will have the freedom to organise their daily individual work tasks as appropriate, and are expected to demonstrate initiative in the arrangement of the immediate work priorities, in order to meet agreed deadlines. Customer requirements are often subject to change at short notice. Therefore the post holder will need to be able to re-prioritise workloads and analyse issues to find effective solutions, sometimes without reference to a senior team member.In most instances work actions are very well defined procedurally and the post holder is able to reference and apply established policies and procedures in order to determine a suitable outcome. Although the role is covered by standard instructions and procedures, there may on occasion be some latitude to alter the sequence of procedures, based on varying situations encountered. On a day-to-day basis the appropriate course of action(s) will often be a matter of choice, influenced by prior exposure or experience, with complex issues/problems being referred upwards to a senior member of the team.The post holder will need to liaise with clients’ General Practitioners, Hospital Consultants and other care providers to ensure that the appropriate background information is available for the medical and nursing staff to make a full and effective appraisal of a client’s fitness for work. Errors made can have a far reaching effect on the advice given to clients. Although it is expected that nursing staff will identify any errors made, the reputation of the Centre may still be adversely affected. In addition, all in-arrears invoicing is based on accurate collection of Occupational Health Adviser and Occupational Physician activity information. There are, therefore, financial implications for the University if the data inputted is inaccurate. This post involves no direct line management responsibilities although once established the post holder will act as a point of contact and provide information for other staff members, including temporary or agency staff in all areas. This post holds no budgetary responsibility and impacts upon the department and the wider Faculty.Background Information/Relationships The Robens Centre for Occupational Health and Safety is a business unit within Trading Services and Business Support, providing occupational health and safety to a number of external contracted customers.The post holder will work as an essential link within a small support team for RCOHS and effective communication will be required between all grades and disciplines of staff. In addition, liaison and cooperation with various University departments and external customers is required to perform the role effectively.It is essential that the post holder appreciates that although employed as part of a larger establishment (the University of Surrey) the impacts of their work are the same as if working for a small business.The post holder will also be required to liaise with health care service providers in the commercial organisations with whom the RCOHS have contracts.This job purpose reflects the core activities of the post. As the RCOHS and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post-holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary. Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.Person Specification This section describes the sum total of knowledge, experience & competence required by the post holder that is necessary for standard acceptable performance in carrying out this role.Qualifications and Professional MembershipsEssential/DesirableHNC, A level (numeracy and literacy) or equivalent vocational qualifications, plus some relevant work experience or a number of years’ experience within a similar roleETechnical Competencies (Experience and Knowledge) Essential/DesirableLevel1-3Familiarity with Microsoft Office packages, including Word, Outlook, Excel and PowerPoint.E2Ability to multi-task and plan workload efficientlyE2High level of accuracy and attention to detail, including database entry.E3Good keyboard skills and working knowledge of Microsoft Office, email, Internet and database entryE3Experience of dealing with sensitive or confidential informationDn/aExperience of the Higher Education SectorDn/aExperience of working in a medical environmentDn/aSpecial Requirements: Essential/DesirableLevel1-3Flexibility to cover planned and unplanned absencesThe postholder will need to undergo an Enhanced Disclosure and Barring Service check.Rota work, of I week in 5, will be required to work until latest 20.00 on Wednesday & potentially occasional Saturdays to cover absence.EEEn/an/an/aCore Competencies Level1-3CommunicationAdaptability/FlexibilityCustomer/Client Service and SupportPlanning and OrganisingTeamworkContinuous ImprovementProblem Solving and Decision Making SkillsLeadership/ManagementCreative and Analytical ThinkingInfluencing, Persuasion and Negotiation SkillsStrategic Thinking2222111n/an/an/an/aOrganisational InformationAll staff are expected to:Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University of Surrey Equality and Diversity Policy.Help maintain a safe working environment by:Attending training in Health and Safety requirements as necessary, both on appointment and as changes in duties and techniques demand.Following local codes of safe working practices and the University of Surrey Health and Safety Policy.Excellent environmental performance is a strategic objective for the University of Surrey. All staff are encouraged to work to achieve the aims of our Environmental Policy and promote awareness to colleagues and students. Undertake such other duties within the scope of the post as may be requested by your Manager.152400152400Director Robens Centre for Occupational Health and Safety Clinical Director Admin Team Leader Business Development ManagerOccupational Health Adviser(s) Admin AssistantsOccupational Health Advisor(s) - RemoteOccupational Health NurseAdmin AssistantTravel/Screening NursesOccupational Health Nurse00Director Robens Centre for Occupational Health and Safety Clinical Director Admin Team Leader Business Development ManagerOccupational Health Adviser(s) Admin AssistantsOccupational Health Advisor(s) - RemoteOccupational Health NurseAdmin AssistantTravel/Screening NursesOccupational Health NurseKey ResponsibilitiesThis document is not designed to be a list of all tasks undertaken but an outline record of the main responsibilities (5 to 8 maximum) and should be read in conjunction with the accompanying Job Purpose.To provide administrative support to ensure that business commitments are met in a timely and professional manner. This may involve acting as the key account administrator for contracts, being conversant with the contract obligations and service agreements.Interact with users of the OH and travel health services (clients, managers, HR personnel) - in person or by telephone - in a professional, courteous and timely manner to meet business needs.Act as receptionist during clinics and for visitors; make appointments for clients; take payments and maintain payment records.Maintain the RCOHS data base and records of service provision.Assist in the general clerical duties of the office such as photocopying, typing of letters and reports filing whilst maintaining medical in confidence rules and procedures. Prepare invoices based on professional staff activities for clients in line with service level agreements.Monitor, maintain and order stocks of e.g. stationery, vaccines or consumablesUndertake technician dutiesUndertake other duties and/or project work to facilitate the efficient and profitable running of the business e.g. website updating, administrative support for short courses.N.B. The above list is not exhaustive. ................
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