Occupational Health Administrator

OHWorks Ltd
Nottingham, Nottinghamshire
Up to £18,000 depending on experience
02 Jul 2018
30 Jul 2018
Contract Type
Full Time

Occupational Health Administrator

Location: Nottingham

Salary: Up to £18,000 depending on experience

Employment type: Permanent

Hours per week: Full time 37.5 hours per week, 5 days a week, 9am to 5pm

Holidays: 20 days per annum (of which up to 4 days must be taken over the Christmas break), plus Bank Holidays

Administrator required to provide onsite support to our team of nurses and doctors providing occupational health services to a Nottingham-based client in the higher education sector.

The role is based at our client’s office on campus. On a limited number of days throughout the year there will be a need to travel to other sites in the vicinity to oversee the organisation and delivery of immunisation clinics for new students.

The post holder will need to have very good organisational skills with at least three years recent administration experience.


  • Be responsible for co-ordination of the activity (diary management) for the occupational health team to include, occupational health advisors, physicians and psychiatrists.
  • Receive telephone calls, resolve enquiries or where appropriate, direct to the relevant person.
  • Manage the recall programmes for vaccination appointments and routine health surveillance.
  • Send out reports to employees, students, managers and Human Resources.
  • Upload reports and supporting clinical documentation to the OH database.
  • Produce standard correspondence and undertake general admin duties including sending and responding to emails in a professional and timely manner.
  • Assist the clinical team with any administrative duties as required.
  • Take responsibility for the routine maintenance of the OH IT system to include uploading of new employee data sets, registering new staff and students, removal of leavers from the live data sets.
  • Ensure correct receipt, processing and storage of confidential medical information.
  • Be responsible for preparation, collation and distribution of documents, information and statistics relating to occupational health.
  • Keep effective filing systems and archiving of documents, compliant with relevant Data Protection procedures.
  • Maintain an inventory and procure equipment and consumables ensuring adequate levels of clinical supplies and stationery are available.
  • Prioritise workloads in order to meet service level agreements.


  • Act at all times in a professional manner, and be an effective ambassador for the OHWorks brand.
  • Work within the boundaries of medical confidentiality and be willing to sign a confidentiality agreement at the beginning of employment.
  • Undertake any additional responsibilities as may be reasonably required.
  • There may be occasions when you will be expected to work at one of our other sites to cover staff during absences.


The post holder will be in a key position as the first point of contact for the OH service.


  • At least three years recent experience working as an administrator.
  • Used to working in a busy office environment.
  • Must be able to work alone with very little supervision.
  • Good organisational skills.
  • Excellent written and spoken English.
  • Good attention to detail and accuracy is required.
  • A team player, but able to work on their own initiative and be self-sufficient.
  • Strong IT skills with a good knowledge of Microsoft office and a willingness to develop their IT skills further, becoming expert on the use of the OH IT system (training will be provided).
  • Flexible and positive approach to changing workloads with a ‘can do’ attitude.

Previous experience of working in a healthcare related role would be an advantage.  Ideally, you will have some experience of service delivery/account management.

‪To register your interest in this role, please send your CV, together with a covering letter.

OHWorks Ltd is committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.