Administrator

Job Overview The Occupational Administrator role will form part of the North West London Occupational Health Shared Service team, helping to promote and maintain the health and wellbeing of staff. The post holder will be a member of the Occupational Health Administration team providing general administration duties to enable the Operational Team to provide a full range of occupational health services. Duties will include booking appointments, answering telephone, and reception support. It is a busy department and the post holder must be prepared to multi‑task with frequent interruptions. The post will be supervised and the post holder will be required to work as part of a support team assisting other administrative staff. Please note our sites and the expectation that you may be required to support any site in the shared service based on service needs. All interviews will be held on Wednesday 14th January 2026 in person. Main duties of the job Deal with telephone calls and direct contacts with clients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages. Receive management referrals, merge with client notes and arrange appointments. Support staff in running off‑site occupational health clinics. Contribute to the further use of the OH database MediWork and improvements. Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024. If you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre‑Screening Immigration section of your application form. Role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE). For further info please visit: Skilled Worker visa: Overview - GOV.UK Detailed Job Description And Main Responsibilities Please kindly review the JD and Person Spec for the full list of responsibilities. Main Duties And Responsibilities Organise own day‑to‑day work tasks or activities; plan and organise straightforward activities, some ongoing. Undertake tasks in line with the Standard Operating Procedures and ensure they are adhered to at all times. Provide full reception duties, acting as the first point of contact for clients and visitors to the department, either on the phone or in person. Receive all visitors to the service and ensure that the relevant administrative procedures are followed. Deal with telephone calls, post and direct contacts with clients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages where necessary. Maintain electronic records (occupational health database – MediWork) – e.g. contact details, organise appointments, diary management. Be responsible for managing the OH mailbox – sorting, prioritising and distributing incoming mail. Receive management referrals, merge with client notes and arrange appointments. Maintain paper‑base processes, following the appropriate SOP. Undertake processing of correspondence, photocopying, scanning. Be proficient in the use of a computer, answerphone, and photocopier. Work with Information Analyst to ensure accuracy of data input to improve data quality and work with other clinical staff to improve their data handling skills. Will work on clearly defined projects supervised by the Information Analyst. Support audit programme including client satisfaction surveys. Support staff in running off‑site occupational health clinics as and when required. Book transport and interpreters where necessary. Maintain records of such bookings and pass information regarding each booking to relevant staff. Contribute to the further use of MediWork and improvements in administration services via administration meetings. Maintain confidentiality of information in accordance with Occupational Health Service Standards and Trust policy and procedures. Inform the Administrative / Clinical Manager of service and/or environmental problems that may compromise service delivery. Person specification Experience Essential criteria: Previous experience of working in an occupational health service. Full range of reception duties. Use of MediWork database. Managing clinical list for clinical staff including preparation of client records, text messaging clients, diary management. Managing communication systems – emails, telephones, hard copy. Able to exercise discretion to ensure that patient confidentiality is maintained, and a professional respectful environment always exists. Able to prioritise own workload and to work to tight deadlines. Good time management skills. Education / Qualifications Essential criteria: GCSE or equivalent English, Mathematics. Intermediate/Advanced Word Processing. Power‑point, Excel qualifications/experience. Customer Care. Desirable criteria: Office/Business Management Qualification. #J-18808-Ljbffr