Administration Assistant

Royal Berkshire Nhs Foundation Trust; Reading; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare provider in Reading is seeking candidates for an Occupational Health role focused on delivering high-quality support. Responsibilities include assisting in the management of the Occupational Health Department, handling queries, and organizing clinic appointments. Required qualifications include a good standard of education, strong communication skills, and experience in a team. This role offers strong learning and development opportunities, competitive annual leave, and various staff benefits.

Benefits

Flexible working opportunities

27 days annual leave for new starters

NHS pension scheme

Employee Assistance Programme

Cycle to work scheme

Qualifications

• Good standard of education including GCSE or equivalent in English and Maths.
• Able to speak, write and type concisely and legibly in English.
• Experience of working in a team with excellent communication skills.

Responsibilities

• Assist the Associate Director in providing a well-run Occupational Health Department.
• Manage queries from clients and external agencies efficiently.
• Liaise with the records management archive company as required.

Skills

Good standard of education

Excellent communication skills

Experience of using computerised diary booking systems

Accurate keyboard skills

Ability to work under own initiative

Education

GCSE or equivalent in English and Maths / NVQ level 2

ICT qualification or equivalent experience

Tools

MS Office applications

Excel

Job description

About the Trust

At the Royal Berkshire NHS Foundation Trust we put our patients at the heart of every element of health and care that we provide. The Trust works together as a community to deliver its vision which is "Working together to provide outstanding care for our community". Royal Berkshire Hospital are pleased to announce that following our CQC inspection we have been rated "Good" with inspectors reporting that we have made significant improvements. The Trust's overall rating has also improved to "good". We are compassionate in our thoughts, words and actions. We are aspirational and have a true desire to be dynamic and to innovate. We are resourceful and responsible in the way we work and live. We are excellent in our development, fairness and sharing best practice. At the Royal Berkshire NHS Foundation Trust, we value candidates who bring their unique personalities, skills, and experiences to the Trust. When completing your application, we encourage you to highlight your individual achievements and strengths, showing us how they align with the requirements outlined in the job description and person specification. While we recognise that some applicants may use AI tools during the process, please be mindful that AI-generated responses can often lack the personal detail and relevance needed to demonstrate your suitability for the role. AI generated content is discouraged by the Trust and may diminish the candidate's chances of success. Amazing things happen at the Royal Berkshire NHS Foundation Trust; delivered by amazing people so why don't you come and join us. We offer a range of learning and development for all employees may you be clinical or non-clinical.

Responsibilities

• Assist Associate Director Occupational Health & Wellbeing and the Occupational Health staff in providing a well run Occupational Health Department.
• Responsible for dealing with queries from clients, external contracts, staff and external agencies, answering queries where possible and ensuring that queries that need to be passed on are done so in an efficient manner.
• Managing the department filing system and paper records in the department.
• Liaise with the records management archive company as required to send notes for archiving or request notes from the archive store and keeping a record of those notes destroyed in line with UKGDPR 2018 and DPA2018.
• Work with the Occupational Health receptionist to understand how to process requests for copies of Occupational Health immunisation records including liaising with clients regarding the process for payment where required.
• Manage Occupational Health clinics including responsibility for logging referrals, arranging appointments as necessary, cancelling clinic appointments due to unforeseen circumstances and re‑arranging appointments.
• Cover reception duties as and when required including covering breaks, annual leave, periods of sickness absence etc.

Qualifications

• Good standard of education: including GCSE or equivalent in English and Maths / NVQ level 2
• Able to speak, write and type concisely and legibly in English
• ICT qualification or equivalent experience
• Accurate keyboard skills
• Experience of working in a team
• Experience of using computerised diary booking systems
• Previous NHS experience, experienced in MS office applications
• Excellent communication skills both written and verbal
• Able to work under own initiative, prioritise workload, meet deadlines and organise work accordingly
• Ability to produce reports from excel spreadsheets
• Understanding the limits of your responsibilities and knowledge and knowing when to ask for help
• Ability to transcribe letters from a pre‑recorded tape

Desirable Criteria

• Knowledge of medical terminology, Office Administration experience
• Experience of using computerised diary booking systems
• Previous NHS experience, experienced in MS office applications
• Excellent communication skills both written and verbal
• Able to work under own initiative, prioritise workload, meet deadlines and organise work accordingly
• Ability to produce reports from excel spreadsheets
• Understanding the limits of your responsibilities and knowledge and knowing when to ask for help
• Ability to transcribe letters from a pre‑recorded tape

Application Conditions

By applying for this post you are agreeing to Royal Berkshire NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are appointed to a post information will also be transferred into the national NHS Electronic Staff Records system.

Appointment to any position is conditional on the satisfactory completion of the core NHS Employment Checks Standards. Information disclosed in your application will be checked and any offer of appointment may be withdrawn if you knowingly withhold information or provide false or misleading information. All new appointments to the Trust, with the exception of executive positions, are subject to a 6 month probationary period. The Trust may close any vacancy prior to the advertised closing date due to the high level of responses we receive for some of our vacancies.

Royal Berkshire NHS Foundation Trust is committed to improving the health of its staff, patients and the wider community by providing a smoke free environment. A smoke free policy is in operation and smoking is not permitted on any of the Trust's sites.

Staff Benefits

• Flexible working opportunities and a strong emphasis on your work, life balance
• Annual leave – 27 days for new starters, plus bank holidays. Increasing to 29 days after 5 years and 33 days after 10 years NHS service. Pro rata for part time staff
• NHS pension scheme
• Employee Assistance Programme
• Money Advice Service
• Generous maternity, paternity and adoption leave for eligible staff
• On‑site nursery (based at RBH)
• Full educational library services
• Cycle to work scheme, lockable storage for cycles
• Bus to work scheme
• Excellent rail and bus links
• A huge range of Health Service Discounts at hundreds of big brands from holidays to gadgets and restaurants to retail.