Administrator

Location: Birmingham

Salary: £26,227.5 pro rata

Contract Type: Permanent

Hours: Part Time, 19 hours per week. Working Monday 9.30 to 5pm and Tuesday and Thursday 9.30 - 3.30pm.

Right to live and work in the UK is required for this role. The start date for this role will be late August 2026.

Role Summary

We are looking for a friendly and well organised Administrator to support our Occupational Health Service. This role suits someone who enjoys working in a busy office, can juggle a variety of tasks, and remains calm and positive under pressure. Strong interpersonal and communication skills are essential, as the post holder will maintain positive and professional telephone relationships. A good eye for detail and a proactive approach will also help ensure the service runs smoothly day to day.

Responsibilities

• Undertake all aspects of administration work within the department including but not limited to photocopying, scanning and filing of confidential documents, maintaining company database, and dealing with customer/client queries via telephone and email.
• Maintain a high standard of organisation and, in conjunction with Clinical employees, manage diaries and clinics on their behalf, including arranging follow up appointments.
• Maintain confidential health records using the Occupational Health database and conduct ongoing quality control of recorded information using company systems, ensuring the database is accurate and updated.
• Exercise initiative and prioritise all aspects of own work and assist other administration employees in prioritising their work.
• As the first line of contact for internal and external service users, exercise discretion and initiative as appropriate, always remaining courteous.
• Consult and co‑operate with other employees in sharing administrative duties where necessary, e.g., to cover short periods of absence due to holiday or sickness.
• Receive all incoming mail, execute own areas of responsibility, sort and distribute the remainder as required.
• Ensure all work is conducted according to the requirements of the Access to Medical Records Act, Data Protection Act, and Information Governance Regulations.

Qualifications

• Administration experience
• Customer service skills
• Great communication skills and telephone manner
• Strong IT literacy, with confident use of MS Word, Excel and Outlook
• Must be happy to start in late August

Benefits

• 25 Days Annual Leave + Bank Holidays
• Buy and Sell Holiday Scheme
• Life Assurance
• Pension Scheme
• Health Cash Plan
• Volunteer Days
• YuLife Employee Benefits Platform
• Save As You Earn Scheme
• Eye Test Vouchers
• Flu Vaccination Scheme
• Cycle to work scheme
• Clinical Training Academy
• Paid CPD Days
• Professional Registration Fees Paid
• RAVE Awards
• Employee Assistance Programme
• Right to Request Flexible Working From Day 1

About Us

Optima Health is the UK's largest provider of Occupational Health and wellbeing services, supporting organisations across both the public and private sectors. With a heritage dating back to 1947, we have been helping employers create healthier, high‑performing workplaces for generations, and we continue to evolve with innovative, practical solutions that make a real difference. At the heart of our story are our people. We bring together like‑minded professionals who are passionate about improving workplace health and wellbeing and delivering meaningful support to the organisations we work with across the UK. When you join Optima Health, you become part of something bigger. We invest in our people through structured induction, ongoing training and tailored career development, helping you build the skills and experience to grow your career.

Together, we live our values:

• One Team – There are no barriers in our business. We trust each other and work together as one team to deliver what our clients need. We all have a part to play in our future, and everyone's contribution is important and valued.
• Doing the Right Thing – We operate to the highest standards. Success is underpinned by honesty and integrity, and by doing what we say we will do. We care about the impact of our work on our people, our clients, their employees, society, and the world we live in. Caring for our colleagues' wellbeing and respecting their time, energy and balance is fundamental to this value.
• Shaping Tomorrow – We are always looking for ways to improve and innovate. We train, support and empower future leaders, invest in market‑leading propositions and use technology to advance service and clinical outcomes. We evolve how we work – embracing smarter, more flexible approaches that help our people thrive both professionally and personally.
• Never Too Big to Care – We always retain a client‑first approach. Every client, and every one of their employees that we support, matters. We work in partnership to optimise workplace health and wellbeing, sharing in the benefits of growing together.