Occupational Health Administrator

**Details**:
**Reference number**:

- 431810

**Salary**:

- £25,651 - £30,266
- National £25,651 to £27,220
Outer London £27,335 to £28,442
Inner London £29,613 to £30,266

Per annum, pro rata
- A Civil Service Pension with an employer contribution of 28.97%

GBP

**Job grade**:

- Administrative Officer

**Contract type**:

- Permanent

**Business area**:

- Occupational Health, Administration

**Type of role**:

- Administration / Corporate Support

**Working pattern**:

- Flexible working, Full-time, Job share, Part-time

**Number of jobs available**:

- 1

**Contents**:

- Location
- About the job
- Benefits
- Things you need to know

**Location**:

- This role is being offered as hybrid working based at our Scientific Campus in either Colindale, London or Porton, Wiltshire.

We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month). If based at one of our scientific campuses, you will be required to have a minimum of a Counter Terrorism Check security vetting check as a minimum.

**About the job**:
**Job summary**:
The Occupational Health (OH) Service sits in the Workplace and Health and Safety Division, part of the People and Workplace Directorate.

This is an exciting opportunity to join the UKHSA SEQOHS (Safe Effective Quality Occupational Health Service) accredited service. You will work within a multidisciplinary OH team that are nationally based with some staff site based, hybrid and home based.

The multidisciplinary team includes 4 travel health and Immunisation nurses across 2 sites (Porton and Colindale - including this role), Senior Occupational Health Advisors (Specialist Community Public Health Nurses), Head of OH and 2 OH Clinical and Governance Managers (all SCPHN), OH Service Lead, an administration technical support team and a part time OH Physician and Physiotherapist (OH workplace adjustment assessments) through contract.

**Working for your organisation**:
UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

**Job description**:
As an Occupational Health Administrator your primary duties will be to support the administrative function across the Occupational Health Team. You will provide essential administrative support by maintaining confidential records, coordinating medical appointments and screenings, preparing professional documentation, and managing staff diaries. You will serve as the initial point of contact for employees and managers seeking occupational health services, respond with empathy to enquiries, clarify triage procedures, and facilitate seamless collaboration between HR, clinicians, and external providers.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

**Main duties of the job**:

- Maintain confidential health records and filing systems.
- Assist with the general running of the Occupational Health service.
- Assist in the preparation of reports, correspondence, and documentation for occupational health professional.
- Schedule appointments and manage diaries for Occupational Health Clinical staff.
- Coordinate health screenings, medicals, and surveillance activities.
- Act as a first point of contact for employees and managers accessing occupational health services through the Occupational Health dedicated mailbox and telephone line, alerting Clinical staff to urgent issues.
- Respond empathetically to queries and explain triage processes and waiting times.
- Liaise with HR, clinicians, and external providers to ensure smooth service delivery.
- Input and update data in databases (e.g., Orchid).
- Ensure records are stored and disposed of in accordance with the UKHSA Records Management Policy and The Health and Safety Executive Guidelines for ensuring the safe keeping of notes in accordance with the Data Protection Act.
- Monitor clinician compliance and maintain accurate logs.
- Assist with audits and ensure adherence to policies and procedures.
- Assist with Organising the annual Influenza programme.
- Organising and maintaining databases in relation to keeping mandatory documents under COSHH (Control of Substances Hazardous to Health) and Statutory Health & Safety Law.
- Ordering vaccines, stationery, medical supplies, and first aid equipment; includes processing requisitions and ensuring accurate receipt of delivered