WorkWell Administrator

Cardiff and Vale University Health Board; Princes Risborough; On-site; GBP 21,000 - 29,000; Full time

Benefits offered by this job

NHS Pension

Annual leave 25-30 days

Bank holidays

Employee Assistance Programme

Job summary

FedBucks is seeking an organised WorkWell Hub Administrator to support delivery of the WorkWell service. You will be the first point of contact for participants, employers and partner organisations, providing comprehensive administrative and operational support to ensure smooth day-to-day running.

Working with the Occupational Health Advisor and multidisciplinary team, you will manage referrals, schedule appointments, maintain accurate records, produce reports and ensure timely communication

Qualifications

• Experience in an administrative or coordinator role.
• Managing diaries, meetings and databases.
• Working with confidential information.
• Excellent organisational and prioritisation skills.
• Effective verbal and written communication skills.
• Experience using case management or CRM systems.

Responsibilities

• Provide administrative support to the Occupational Health Advisor and WorkWell team.
• Manage diaries, appointments, meetings and correspondence.
• Prepare reports, meeting papers and documentation.
• Organise and support MDT meetings, including agenda preparation and minute taking.
• Receive, process and monitor referrals from a range of referral partners.
• Register participants on the WorkWell case management system.
• Maintain accurate participant records and electronic files.
• Coordinate appointments, reviews and follow-up contacts.
• Support tracking of participant progress and outcomes throughout the WorkWell pathway.
• Maintain accurate records within the WorkWell CRM system.
• Review and maintain Data dashboard.
• Support data collection, KPI monitoring and reporting requirements.
• Produce routine activity and performance reports.
• Contribute to audits, quality assurance and service evaluation activities.
• Act as a first point of contact for service enquiries.
• Liaise with healthcare professionals, employers, DWP, local authorities, VCSE partners and participants.
• Support effective communication across the multidisciplinary team and partner organisations.
• Ensure compliance with Information Governance, GDPR and confidentiality requirements.
• Support safeguarding processes and reporting procedures.

Skills

Diary management

Data accuracy

Communication skills

Teamwork

Organisational skills

Education

Business Administration qualification

GCSE English and Maths

Tools

Microsoft Office

Case management systems

CRM systems

Electronic information systems

Job description

We are seeking an organised, professional, and person centred WorkWell Hub Administrator to play a key role in supporting the delivery of our innovative WorkWell service. As the first point of contact for many participants, employers, and partner organisations, you will provide comprehensive administrative and operational support to the WorkWell Hub, ensuring the smooth and efficient day-to-day running of the service. Working closely with the Occupational Health Advisor, Social Prescribing Link Workers, and wider multidisciplinary team, you will help coordinate a high-quality, person-centred service that supports individuals to improve their health, wellbeing, and employment outcomes. The successful candidate will be responsible for managing referrals, scheduling appointments, supporting multidisciplinary team meetings, maintaining accurate records, producing reports, and ensuring timely communication with participants and stakeholders. You will play a vital role in ensuring information is recorded accurately, performance data is maintained, and service activities are delivered efficiently and professionally.

Administrative Support

• Provide administrative support to the Occupational Health Advisor and WorkWell team.
• Manage diaries, appointments, meetings and correspondence.
• Prepare reports, meeting papers and documentation.
• Organise and support MDT meetings, including agenda preparation and minute taking.

Referral and Case Management Support

• Receive, process and monitor referrals from a range of referral partners.
• Register participants on the WorkWell case management system.
• Maintain accurate participant records and electronic files.
• Coordinate appointments, reviews and follow-up contacts.
• Support tracking of participant progress and outcomes throughout the WorkWell pathway.

Data and Performance

• Maintain accurate records within the WorkWell CRM system.
• Review and maintain Data dashboard
• Support data collection, KPI monitoring and reporting requirements.
• Produce routine activity and performance reports.
• Contribute to audits, quality assurance and service evaluation activities.

Communication and Partnership Working

• Act as a first point of contact for service enquiries.
• Liaise with healthcare professionals, employers, DWP, local authorities, VCSE partners and participants.
• Support effective communication across the multidisciplinary team and partner organisations.

Governance and Information Management

• Ensure compliance with Information Governance, GDPR and confidentiality requirements.
• Support safeguarding processes and reporting procedures.
• Maintain accurate and secure records in accordance with organisational policies.

We are looking for an individual with excellent organisational and administrative skills, strong attention to detail, and the ability to manage multiple priorities in a busy environment. You will be confident communicating with a wide range of people, have strong IT skills, and be committed to delivering outstanding customer service.

This is an excellent opportunity for someone who enjoys working as part of a collaborative team and wants to contribute to a service that makes a real difference to people's health, wellbeing, and employment prospects.

Professional Attributes

• Professional, reliable and approachable.
• Flexible and adaptable.
• Committed to equality, diversity and inclusion.
• Able to always maintain confidentiality and professionalism.
• Excellent organisational and prioritisation skills.
• Effective verbal and written communication skills.

Essential Experience

• In an administrative or coordinator role.
• Managing diaries, meetings and databases.
• Working with confidential information.
• Using electronic information systems.
• Excellent organisational and prioritisation skills.
• Effective verbal and written communication skills.
• Strong attention to detail and data accuracy.
• Ability to work independently and as part of a team.
• Excellent customer service and interpersonal skills.
• GCSE English and Maths (or equivalent).
• Business Administration qualification or equivalent experience.
• Competent in Microsoft Office applications.
• Experience in an administrative or coordinator role.
• Experience managing diaries, meetings and databases.
• Experience working with confidential information.
• Experience using electronic information systems.
• Experience within NHS, health, social care or community services.
• Experience supporting multidisciplinary teams.
• Experience using case management or CRM systems.

About FedBucks

FedBucks is a not-for-profit GP federation of 45 GP practices covering a population of over 550,000 patients across Buckinghamshire. We began in 2016 and now employ around 300 members of staff at our head office site, and across our planned and unplanned care services. As a GP Federation and Social Enterprise, we are proud to represent our member practices and to champion primary care by working with local general practice and system partners in the provision of community-based healthcare services. We are dedicated to providing safe and compassionate care to our patients across our range of planned and unplanned healthcare services in Buckinghamshire and believe in continuous commitment to quality service delivery and positive patient outcomes. Patients are at the heart of everything we do, and we pride ourselves in our purpose when enabling excellent patient care and supporting general practice. The successful applicant will be required to undergo an enhanced background check (e.g., DBS) prior to appointment, and regular safeguarding training will be provided and required.

Generous NHS Pension Scheme benefit from one of the UK's most valuable pension schemes, with an employer contribution of 23.7%, helping you build long-term financial security.

• 25 to 30 days annual leave, depending on length of service.
• Plus Bank holidays
• Employee Assistance Programme