At a Glance
- 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.
- Other info: Hybrid working model with great career development opportunities.
- 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.
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-LjbffrOccupational Health Administrator in City of London employer: UK Health Security Agency
At UKHSA, we pride ourselves on being an employer of choice, fostering a culture where everyone matters and promoting equality of opportunity. Our hybrid working model allows for flexibility, enabling you to balance your professional and personal life while contributing to a nationally accredited Occupational Health service. With a commitment to inclusivity and employee growth, we offer a supportive environment that encourages collaboration and innovation within our multidisciplinary team.
StudySmarter Expert Advice🤫
We think this is how you could land Occupational Health Administrator in City of London
✨Get Involved with Local Health Initiatives
Join local community health events or volunteer for organisations like public health agencies. This not only builds your experience but also helps you network with industry professionals who might know of openings at places like UK Health Security Agency.
✨Tap into Professional Associations
Check out associations like the Institute of Healthcare Management. They often have job boards, networking events, and conferences that are perfect for connecting with potential employers in health sciences administration.
✨Stay Updated with Industry Trends
Follow health policy news and trends—being knowledgeable about the current landscape will not only help you in interviews but also make you stand out as a candidate. You can discuss recent developments and their implications when chatting with folks at UK Health Security Agency.
✨Apply Through Our Website for Better Visibility
When you find roles that excite you, especially at places like UK Health Security Agency, don’t forget to apply through our website. This can sometimes give you an edge by showing the employer you’re savvy and committed to finding the right fit.
We think you need these skills to ace Occupational Health Administrator in City of London
Some tips for your application 🫡
Highlight Your Relevant Experience:When applying for a role in health sciences administration, it's super important to spotlight any relevant experience you have in healthcare settings. Whether you've worked in a hospital, a clinic, or any related environment, make sure to detail those roles in your CV – focusing on your responsibilities and achievements that align with the job at UK Health Security Agency.
Showcase Your Administrative Skills:Administrative skills are key in this field, so don’t hold back! Make sure your CV reflects your proficiency in things like scheduling, data management, and compliance with health regulations. Mention specific software you’ve used, such as patient management systems, as this will demonstrate your hands-on abilities and readiness for the role at UK Health Security Agency.
Craft a Meaningful Cover Letter:Your cover letter should reflect your passion for the health sciences field and your eagerness to contribute to UK Health Security Agency. Share a bit about why you’re drawn to this sector, any impactful situations or challenges you’ve encountered, and how they’ve shaped your desire to work in health sciences administration. This personal touch can really set you apart!
Tailor Your Documents to the Job:Don't use a one-size-fits-all approach! Make sure your CV and cover letter are specifically tailored for this role. Highlight any certifications you have relevant to health administration, and ensure you clearly connect your previous roles to the skills needed for the full-time position at UK Health Security Agency. This way, you're showing them you’ve done your homework and are genuinely interested in being a part of their team.
How to prepare for a job interview at UK Health Security Agency
✨Showcase Your Administrative Skills
In health sciences administration, being organised is key. Make sure you can demonstrate your skills in managing schedules, paperwork, and data accurately. Be ready to discuss specific tools you've used, like electronic health record systems or scheduling software, and how they improved efficiency in your past experiences.
✨Know Your Regulations
Familiarity with healthcare regulations and compliance is crucial. Brush up on HIPAA, GDPR, or other relevant policies before your interview. We recommend preparing examples of how you've ensured compliance or handled sensitive information in past roles—this will show you're not just knowledgeable but also responsible.
✨Prepare for Scenario Questions
Interviews for administrative roles often involve scenario-based questions to assess your problem-solving skills. Practice responses to common situations you might face, such as dealing with a challenging patient or managing a sudden schedule change. This will not only demonstrate your ability to think on your feet but also highlight your interpersonal skills.
✨Align Your Goals with the Organisation
As a full-time candidate, employers will want to know how your long-term career goals align with their mission. Take some time to research UK Health Security Agency’s values and be ready to tie your passion for health sciences administration into their objectives. Demonstrating enthusiasm and career alignment can be a game-changer in this competitive field!
