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- Tasks: Support the Occupational Health team with essential admin duties and maintain confidential health records.
- Company: Join a leading health organisation committed to inclusivity and employee wellbeing.
- Benefits: Flexible working options, competitive salary, and opportunities for professional growth.
- Why this job: Be part of a multidisciplinary team making a real difference in workplace health.
- Qualifications: GCSE in English or relevant admin experience; healthcare background is a plus.
- Other info: Hybrid working model with great career development opportunities.
The predicted salary is between 22600 - 30300 £ per year.
An opportunity has arisen for an enthusiastic, motivated individual to join the Occupational Health Administration Team. The successful candidate will be responsible for a variety of administration duties and be expected to work independently but will be part of the wider administration team within the Occupational Health Department.
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.
Main duties of the job
- Maintain confidential health records and filing systems
- Assist with the general running of the Occupational Health service
- Assist with preparing reports/correspondence/documentation for occupational health professional
- Schedule appointments, manage diaries for Occupational Health Clinical staff
- Act as first point of contact for employees and managers accessing occupational health services through the Occupational Health mailbox/telephone line, alerting Clinical staff to urgent issues
- Respond empathetically to queries and explain triage processes and wait 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, ensuring 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 items
About us
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.
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.
Please visit our careers site for more information https://gov.uk/ukhsa/careers
Job responsibilities
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.
- At least A-C grade GCSE in English Language or proven experience in an administrative role.
- Experience of working in a healthcare environment.
- Working Knowledge Microsoft packages, to include Word, Excel, PowerPoint, Outlook etc to basic level.
- Clear and confident communicator with strong writing, data entry and telephone skills.
- A collaborative mindset and the ability to contribute effectively as part of a team.
- Strong problem-solving skills and the ability to work independently.
- Excellent time management, with the ability to organise and prioritise tasks to meet deadlines.
- A commitment to maintaining confidentiality and building trust in sensitive environments.
- Experience of working in Occupational Health.
- Awareness of a range of Health Services provisions.
- Knowledge of Healthcare issues.
- Understanding of Data Protection legislation.
Selection Process Details
This vacancy is using Success Profiles and will assess your Behaviours, and Experience.
Stage 1: Application & Sift
You will be required to complete an application form. You will be assessed on the listed 8 essential criteria, and this will be in the form of a:
- Application form (Employer/ Activity history section on the application)
- 1000-word supporting statement.
This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.
Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.
The Application form and supporting statement will be marked together.
Longlisting: In the event of a large number of applications we will longlist into 3 piles of:
- Meets all essential criteria
- Meets some essential criteria
Those meeting \’all essential criteria\’ and \’some essential criteria\’ will progress to shortlisting.
Shortlisting:In the event of a large number of applications we will shortlist on the following essential criteria:
- Excellent time management, with the ability to organise and prioritise tasks to meet deadlines
- A collaborative mindset and the ability to contribute effectively as part of a team.
Desirable criteria may be used in the event of a large number of applications / large amount of successful candidates.
If you are successful at this stage, you will progress to interview.
Please do not exceed 1000 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview
Success Profiles
You will be invited to a remote interview.
Behaviours will be tested at interview.
The Behaviours tested during the interview stage will be:
- Managing a quality service (Lead behaviour)
- Seeing the bigger picture
- Working together
- Working at Pace
Interviews dates are yet to be confirmed.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
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.
Salary Bands
Security Clearance LevelRequirement
Successful candidates for this role must pass an enhanced disclosure and barring security check before they can be appointed.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-terrorist Check.
For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requiresCounter Terrorism Check (CTC) clearance. UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice.
Person Specification
Application Form and Supporting Statement
- Application Form and Supporting Statement
Behaviours
- Managing a quality service (Lead behaviour)
- Seeing the bigger picture
- Working together
- Working at Pace
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
£25,651 to £30,266 a yearper annum, pro rata
Contract
Permanent
Working pattern
Full-time,Part-time,Job share,Flexible working
#J-18808-Ljbffr
Occupational Health Administrator employer: UK Health Security Agency
Contact Detail:
UK Health Security Agency Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Occupational Health Administrator
✨Tip Number 1
Network like a pro! Reach out to current or former employees in the Occupational Health field. They can give you insider info about the role and even put in a good word for you.
✨Tip Number 2
Prepare for your interview by practising common questions related to administration and healthcare. We recommend using the STAR method to structure your answers – it’ll help you showcase your skills effectively!
✨Tip Number 3
Show your enthusiasm! When you get the chance to speak with someone from the team, express your passion for Occupational Health and how you can contribute to their mission. It makes a huge difference!
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, you’ll find all the latest opportunities there!
We think you need these skills to ace Occupational Health Administrator
Some tips for your application 🫡
Read the Job Description Carefully: Before you start writing, take a good look at the job description. Make sure you understand what they're looking for and how your skills match up. This will help you tailor your application to show why you're the perfect fit for the Occupational Health Administrator role.
Craft a Strong Supporting Statement: Your supporting statement is your chance to shine! Use it to highlight your relevant experience and skills. Be specific about how you've tackled similar tasks in the past, and don’t forget to mention your understanding of confidentiality and data protection – super important in this role!
Be Clear and Concise: Keep your application clear and to the point. Avoid jargon and long-winded sentences. Remember, you have a 1000-word limit, so make every word count! Use bullet points if it helps to break down your experience and skills.
Apply Through Our Website: We want to see your application, so make sure you apply through our careers site! It’s the best way to ensure your application gets to us without any hiccups. Plus, you’ll find all the info you need about the role there too!
How to prepare for a job interview at UK Health Security Agency
✨Know Your Stuff
Before the interview, make sure you understand the role of an Occupational Health Administrator. Familiarise yourself with the key responsibilities like maintaining confidential records and scheduling appointments. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Show Your Empathy
Since you'll be the first point of contact for employees and managers, it's crucial to demonstrate your empathetic communication skills. Prepare examples of how you've handled sensitive situations in the past, as this will highlight your ability to respond compassionately to queries and concerns.
✨Be Organised
Time management is key in this role. During the interview, discuss how you prioritise tasks and manage your time effectively. You might even want to share a specific instance where your organisational skills made a difference in your previous job. This will show that you can handle the demands of the role.
✨Team Player Vibes
This position requires collaboration with various teams, so be ready to talk about your experience working in a team environment. Share examples of how you've contributed to team success and how you can work well with HR, clinicians, and external providers to ensure smooth service delivery.