The Occupational Administrator role will form part of the North West London Occupational Health Shared Service team, helping to promote and maintain the health and wellbeing of staff.
The post holder will be a member of the Occupational Health Administration team, providing general administration duties to enable the Operational Team to deliver a full range of occupational health services.
If you are required to support any site in the shared service based on service needs, the post holder must be prepared to multi‑task with frequent interruptions. The post will be supervised, and the post holder will work as part of a support team assisting other administrative staff.
Responsibilities
- Organise own day‑to‑day work tasks or activities; plan and organise straightforward activities, some ongoing.
- Undertake tasks in line with Standard Operating Procedures and ensure they are adhered to at all times.
- Provide full reception duties, acting as the first point of contact for clients and visitors to the department, either on the phone or in person.
- Receive all visitors and ensure that relevant administrative procedures are followed.
- Deal with telephone calls, post and direct contacts with clients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages where necessary.
- Maintain electronic records (occupational health database – MediWork), such as contact details, organise appointments and diary management.
- Be responsible for managing the OH mailbox – sorting, prioritising and distributing incoming mail.
- Receive Management Referrals, merge with client notes and arrange appointments.
- Maintain paper‑based processes, following the appropriate SOP.
- Process correspondence, photocopying and scanning.
- Be proficient in the use of a computer, answering phone and operating the photocopier.
- Work with the Information Analyst to ensure accuracy of data input, improve data quality, and support other clinical staff in improving their data handling skills. Work on clearly defined projects supervised by the Information Analyst.
- Support audit programmes, including client satisfaction surveys.
- Support staff in running off‑site occupational health clinics as and when required.
- Book transport and interpreters where necessary, maintain records of such bookings and pass information to relevant staff.
- Contribute to the further use of MediWork and improvements in administration services through administration meetings.
- Maintain confidentiality of information in accordance with Occupational Health Service Standards and Trust policy and procedures.
- Inform the Administrative / Clinical Manager of service and/or environmental problems that may compromise service delivery.
This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously on a Skilled Worker visa since prior to 04/04/2024.
If you do not meet the Transitional Provision above, we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. You must provide full details of your immigration status in the Pre‑Screening Immigration section of your application form. Your role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
This advert closes on Sunday 19 Apr 2026.
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