Department: Occupational Health
Location: Harvey Halls, Altnagelvin Hospital, Londonderry
Contract and hours: Temporary / Full Time (37.5hpw) 12 months initially
Closing date: 27 January 2026 / Interviews will take place on 5th & 6th February 2026
Job purpose
The post holder will be responsible for various administrative and clerical duties within the Occupational Health Department.
Main responsibilities
- Maintenance of general filing system and assisting in the transfer of deceased notes, inactive notes to secondary storage sites.
- Reception duties including marking patients as attended, telephone duties, emails etc. Providing information and appropriate responses to a wide range of callers including providing and receiving highly complex, sensitive and contentious information to determine the appropriate course of action.
- Operation of computerised information systems and required to use Visual Display Unit equipment continuously and partaking in the training of new staff members as appropriate in the use of said systems including: OPAS G2 / PAS registration of patients to generate hospital number / NIPACS – generation of temporary HNC number for staff / HCN / SAP / G2 / MS Office / BSO SharePoint / Trust SharePoint
- Assist and ensure pharmacy order/medical drugs is completed, signed for and stored in refrigeration immediately upon arrival to department.
- Dealing and communicating with staff that has received Sharp Injuries. To ensure accurate information is gathered and ensure relevant information is forwarded to clinical staff immediately due to the urgency and seriousness of incident.
- Access Porter Portal to request collection of urgent bloods for labs following sharp injuries.
- Recording and distribution of incoming mail/post and dealing with confidential medical correspondence and outgoing mail and distribution to relevant office and clinical staff pigeon holes. Sending and receiving of highly confidential medical records using sealed Red Bags through the internal/external post and email encryption mechanisms.
- Dealing with highly confidential/sensitive and distressed patients with complex issues face-to-face on a daily basis at reception, by email and on the telephone/switchboard services. As the first point of contact this requires clerical staff to be empathetic, reassuring and understanding.
- Working as a team on rota to ensure work delegated between two Occupational Health depts/sites. Work independently with minimal supervision and are able to plan and prioritise workload as well as deal with any other ad-hoc duties.
- Assist with the production, presentation and distribution of written documentation using MS Office including letters, memos and reports to a high standard. These documents need to be encrypted and sent to managers via email as are of a highly confidential/complex nature.
- Registering new staff, outside agencies with relevant information, employment details, and personal contact details through OPAS system.
- Diary management of all OH clinics on a daily basis to ensure clinics are completed, appointments allocated and letters sent via post, clinics populated and prepared in advance and ensuring smooth running of clinics showing patients to reception/clinical room’s.
- Responsible for booking and co-ordinating patient appointments on OPAS system for a multidisciplinary team.
- Responsible for maintaining Occupational Health e-mail boxes and responding on their behalf as appropriate, printing off or flagging urgent correspondence.
- Liaising with the BSO/HR/Medical HR/Volunteers/Dentists regarding processing of new staff and providing appointments and fit chits/reports.
- Processing all Management Referral forms received via post/email, pulling and updating the chart and leaving for Triage.
- Freedom of Information - Copying and checking notes/redaction of data as appropriate in accordance with GDPR. Process requests for access to records in line with Trust procedures to ensure deadlines are met.
- Health Retirement/Temporary Injury Benefit forms processed as above liaising with HR departments and Pensions and timely response required.Compliance with all relevant legislation and Trust policies relating to Data Protection and confidentiality of information.
- Organising Drivers Medicals at the request of Transport.
- Immunisation printouts as requested by staff and sending these after they have been processed by the Nurse.
- Maintenance of office equipment.
- Responsibility as departmental key holder including duties to ensue securing of department clinical rooms/offices, filings systems, leavers, locking away and security of medical drugs/ supplies/equipment, responsible for setting/disabling alarm operated by password to prevent unauthorised access.
- Ordering stationary, stock, nursing supplies, physiotherapist materials as necessary through eProcurement and ensuring adequate supplies are maintained.
- Responsible for supervising and training new clerical staff in both depts/sites.
- Attending/carrying out mandatory training and any other training to meet the needs of the service.
- Responsible for the reporting of faults or risks within the working environment in line with Trust procedures including reporting faults to the Estates Dept or the IT service desk.
For complete details view the full job description in the Additional Information section below
