Administrative Assistant

BM Occupational Health is an expanding provider of occupational health services to employers based throughout Northern Ireland. We are seeking a highly organised and detail-oriented individual to join our healthcare team as an Administrative Assistant working on a part time basis. As an essential member of our organisation, you will play a crucial role in providing administrative support in an occupational health setting within the UK. Your primary responsibilities will include managing office operations, assisting healthcare professionals, and ensuring the smooth functioning of day-to-day administrative tasks.

**Responsibilities**:
**Administrative Support**:

- Perform general administrative duties such as managing phone calls, scheduling appointments, and maintaining records.
- Prepare and distribute internal communications and reports as required.
- Maintain and update filing systems, ensuring documents are organised and easily accessible.
- Assist in the preparation of presentations, reports, and other relevant documents.
- Coordinate and book travel for staff members.

**Patient Management**:

- Greet patients, visitors, and healthcare professionals in a friendly and professional manner.
- Schedule and coordinate patient appointments, ensuring accuracy and efficiency.
- Assist with patient registration, data entry, and updating electronic medical records (EMRs).
- Handle patient inquiries, provide basic information, and direct them to the appropriate department or healthcare professional.
- Maintain patient confidentiality and adhere to data protection regulations.

**Administrative Coordination**:

- Collaborate with various departments to ensure smooth operations, effective communication, and coordination of administrative tasks.
- Assist in organising meetings, conferences, and events, including booking venues, arranging catering, and preparing materials.
- Coordinate travel arrangements for staff, including booking accommodations and transportation.
- Manage inventory and supplies, placing orders when necessary and monitoring stock levels.
- Assist in maintaining and updating policies, procedures, and compliance documentation.

**Data Management**:

- Accurately input and maintain data in electronic systems, databases, and spreadsheets.
- Generate and distribute reports, statistics, and analytics as required.
- Conduct data analysis and quality assurance checks to identify and resolve discrepancies.
- Ensure compliance with data protection regulations and maintain the confidentiality and security of sensitive information.

**Qualifications and Skills**:

- Previous administrative experience in a healthcare setting is strongly preferred.
- Knowledge of healthcare terminology, regulations, and processes is highly desirable.
- Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint).
- Excellent organisational and time management skills with the ability to prioritise tasks effectively.
- Strong attention to detail and accuracy in data entry and documentation.
- Exceptional verbal and written communication skills.
- Ability to work collaboratively in a team environment and build positive relationships with colleagues and stakeholders.
- Professionalism, empathy, and a customer service-oriented approach.
- Discretion and the ability to handle confidential information with utmost sensitivity and in accordance with the DPA 2018.
- Flexibility to adapt to changing priorities and work under pressure.

**Benefits**
- Competitive salary
- 30 days (pro-rata) annual leave including public holidays

Note: This job description is intended to provide a general overview of the responsibilities and requirements of the position. It is not an exhaustive list, and additional duties may be assigned as needed.

**Job Type**: Part-time

Pay: £12.50-£13.50 per hour

Expected hours: 15 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

**Education**:

- GCSE or equivalent (required)

**Language**:

- English (required)

Work authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 12/06/2025