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Vacancy Information

Division / Department - Forcewide Grade - Surrey Police Grade G / Sussex Police Grade 10 Status - Full Time Contract Type - Temporary Salary Grade Range - Surrey Police £26,744 - £31,941 / Sussex Police £28,023 - £30,951 Working Hours - 37.0 Hours per Week The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.

The Role

To lead a team of Occupational Health and Wellbeing administration assistants to deliver a first class, professional administration service to the partner organisations within which Occupational Health and Wellbeing service operates. To ensure the smooth running of the team to meet agreed operating standards.

 

Key Responsibilities

  • To be responsible for a team of OH and Wellbeing Administrators, to include recruitment, induction and monitoring of team performance. To lead the team which will involve clear task allocation, monitoring of workloads and workflow to ensure optimum service delivery of the department.
  • To ensure that the team follow established procedures for each service request which will include processing and progressing enquiries and dealing with all aspects of administration as required by the unit. To carry out quality control checks, and edit work as necessary, and to then identify best practice and share with the team.
  • Provide excellent customer service. To receive, investigate and respond to first level problems and complaints in a professional manner.  Identify and report findings and take necessary corrective action. To escalate other complaints as appropriate to the OH SMT.
  • Maintain confidential, accurate and comprehensive records in both computerised and manual format in accordance with legislative requirements e.g. GPDR, Data Protection Act.
  • To take personal responsibility for the overseeing of the more complex areas of the administration function, such as the psychological screening programme, and OH/medical file requests. To allocate tasks as necessary and also to assist the team in ensuring the completion of such tasks.
  • To ensure that statistical information is produced in conjunction with the Clinical Lead as and when necessary in line with the requirements of the partner organisations. To consider the information in line with the administration service provided to ensure that efficiency and excellent customer service remain the priority which will inform resource allocation and service improvements. To make recommendations to the OH SMT for service improvements in line with the changing needs of the partner organisations.
  • To develop and maintain a guidance manual for the administration team which covers all areas of the partner organisations. To be responsible for ensuring adherence to the guidance and to monitor process and make changes to the guidance as and when necessary in a timely fashion and disseminate to the team, ensuring continuous improvement across the function.
  • To be a super user for the OH electronic operating system. To arrange training across the whole of the OH and Wellbeing function as necessary and to assist the team and users with any queries, liaising with the provider as and when required to ensure the smooth running of the system.
  • Undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post.

Skills & Experience

QUALIFICATIONS

Essential

  • Educated to A level Standard OR

  • Relevant management qualification

Desirable

  • Has been working in a medical setting / practice.

KNOWLEDGE, SKILLS & EXPERIENCE

Essential

  • The ability to deal effectively and discreetly with confidential work, demonstrating diplomacy, confidentiality and initiative as required.
  • Excellent interpersonal and communication skills.
  • The ability to produce clear, legible, concise and accurate records letters and reports, remaining aware of confidentiality.
  • The ability to deal effectively and discreetly with confidential work, demonstrating diplomacy, confidentiality and initiative as required.
  • The ability to work as a Team Leader and a member of a team with excellent interpersonal and communication skills, in order to deal courteously and effectively with all queries and using sensitivity and tact with confidential issue.
  • The ability to work calmly and accurately under pressure. manage time and team members effectively, meet tight deadlines and respond flexibly to changing and challenging demands.
  • Experience of using computer applications for administrative purposes. Have excellent knowledge of Microsoft Office e.g. Word, Excel and databases.
  • The willingness to undertake training to become proficient in the relevant Surrey and Sussex Police systems.
  • The ability to gather statistical information and present in a relevant format.

Desirable

  • Development of the understanding of the structure of the Surrey and Sussex Police.
  • Development of the full knowledge of administration, policies and procedures related to OH&WS.
  • Demonstrable experience of managing a team of administrative staff, together with experience in structuring and maintaining good working practices and effective administrative procedures.
  • Experience of working in a clinical or health care setting.

 

Contact Details

Waghorn, Louise  <Louise.Waghorn@surrey.pnn.police.uk>

M: 07773 478776

 

Gillard, Dan  <Dan.Gillard@surrey.pnn.police.uk>

M: 07977 425529

Additional Information

Following submission of your application you will receive a confirmation email with a copy of your application attached. Occasionally emails from this address can fall into spam/junk folders so please ensure this is checked regularly. You may wish to consider adding noreply@surreysussexpolice.as.recruitmail.com to your address/contact list to ensure you receive all communications. This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process. If you are an internal candidate looking to apply for this role, please ensure that you discuss your application with your line manager before submitting an application. If you are conditionally offered the role your attendance record and any reasonable adjustments already in place will be discussed with yourself and your current line manager. Please note that not all jobs are available for internal candidates across both Forces, the current agreed recruitment principles are; - vacancies in collaborated units are available to all officers and staff across both Forces - vacancies in non-collaborated units are only available to officers and staff within the Force with the vacancy unless it is advertised externally. If the vacancy is advertised externally and an officer or member of staff from the other Force is success it will result in a transfer of employment. Surrey Police and Sussex Police Special Constables, Volunteers and Agency Staff (excluding self employed workers) covered under the Agency Worker Regulations (AWR) are eligible to apply for internal advertised posts. Applications will only be accepted by clicking the 'Apply Now' button. CVs are not accepted as part of our recruitment process.

Diversity Statement

We are only as good as our people. It's really important to us that our officers and staff can be themselves in the workplace and we believe that as an organisation we'll benefit from the variety of thinking, approach and skills that diversity can bring; all of which helps us to deliver a better policing service. We have worked really hard to create a safe, open and inclusive culture. We have a range of staff networking groups to provide specific support and advice and we are proud to be members of Stonewall and Disability Confident, and to be aligned with the Armed Forces Covenant and the HeForShe movement. We value the differences that people bring from all backgrounds and communities so, regardless of age, gender, ethnicity, sexual orientation, gender identity or gender expression, disability, social status or religious beliefs, we would love to hear from you.