Occupational Health Administrator in Esher, Surrey

KML Occupational Health are an audited and accredited Occupational Health Services Provider delivering multiple services that cross both physical and mental health. We operate in multiple industries and business sectors, providing national coverage. KML also provide advice, support and assistance to reduce employee sickness absence levels. This includes health promotion talks and health promotion campaigns.

This role will provide comprehensive administrative support to the KML Occupational Health (OH) Team, working closely with the OH Services Manager to ensure seamless service delivery. Responsibilities include managing client booking requests, coordinating clinician diaries, overseeing clinic days, and organising the clinical mobile unit. The role will also handle logistical and geographical planning to optimise service efficiency, while maintaining clear communication with clients in line with contractual agreements. You will develop a strong understanding of Occupational Health including medicals, assessments, regulations, and mandatory requirements and ensure all processes align with compliance standards.

Duties & Responsibilities

• Greeting visitors to the office in a friendly, professional, hospitable manner.
• Being a main point of contact for internal and external queries.
• General administration – answer the phone and email queries, take messages, scanning, typing letters, filing and handling of sensitive documents, booking appointments and sending out confirmation letters.
• Act as business interface so as to filter general information, requests and queries and escalate these as appropriate.
• Liaising with sites and project teams for appointments, scheduling medicals and maintaining recall.
• Organise and management of client booking requests, clinician diaries, clinic days and the clinical mobile unit.
• Management of OPAS G2 database.
• Raising purchase orders and processing incoming invoices.
• Supplier on boarding processes: Pre-Qualification Questionnaire Vetting, Insurances, Track sheet (expiry/renewals/new & existing suppliers).
• Liaising with third party medical professionals and clinics e.g. counsellors, physiotherapists, etc.
• Reviewing and triaging medical questionnaires and results to ensure all the necessary information has been received and issuing fitness certificates.
• Ordering of medical equipment and consumables including organising and keeping calibration records updated and regular stock checks.
• Organise couriers when required.
• Good and accurate record keeping and adhere to KML OH confidentiality agreement.

Requirements

Essential:

• Previous administration experience
• Own transport or ability to get to all office location/s
• Reliable, punctual, organised and presentable
• Good verbal and written communication skills
• Can follow written and verbal instructions
• Good IT skills and knowledge of Microsoft Office especially Excel
• Able to work independently and as part of a team

Desirable:

• Previous experience in a health care or medical practice environment

Diversity & Inclusion

We advocate for difference and champion diversity to foster an inclusive environment that allows our people to bring their true selves to their work every day and enable our people to thrive by promoting health and preventing harm. Keltbray welcomes everyone who shares our values, regardless of their age, belief, disability, ethnicity, gender identity, maternity status, marital status, pregnancy, religion, sex or sexual orientation.