Occupational Health Admin Lead: Sponsorship Available

Job summary

The Occupational Health Administration Lead is responsible for the effective management, coordination and development of the administrative function within the Occupational Health Department. The postholder provides day-to-day leadership and line management of the Occupational Health administrative team, overseeing workloads, service capacity, administrative systems and processes to maintain continuity of service delivery and respond to changing operational demands.

The role is responsible for maintaining the accuracy, integrity, security and accessibility of Occupational Health records and information systems, supporting effective clinical administration, and vaccination programmes, and ensuring compliance with relevant legislation, Trust policies, professional guidance and quality standards.

Working collaboratively with the Group Head of Occupational Health, Lead Occupational Health Nurse, Finance Department and internal and external stakeholders; the postholder supports service planning, contract and Service Level Agreement (SLA) management, income generation, financial monitoring and business development activities.

The postholder acts as a key point of contact for service users and stakeholders, providing non-clinical advice, coordinating enquiries and appointments, and ensuring that information is communicated professionally, sensitively and confidentially.

Main duties of the job

• Lead and manage the Occupational Health administrative team, including workload allocation, staff induction, training, supervision, appraisal, performance management and workforce planning to ensure effective service delivery and continuity of administrative cover.
• Oversee the day-to-day administrative operations of the Occupational Health Department, prioritising tasks, managing enquiries, coordinating appointments and referrals, and ensuring appropriate allocation and escalation of queries.
• Ensure Occupational Health records and information systems are accurate, secure, confidential and maintained in accordance with data protection legislation, Trust policies and relevant professional guidance.
• Develop, implement and audit administrative protocols and procedures, monitor service performance, coordinate vaccination recall programmes, and support compliance with relevant quality standards.
• Coordinate monthly invoicing for external clients, maintain income-monitoring systems, financial reporting, and oversee the ordering of administrative supplies.
• Maintain Occupational Health intranet pages, noticeboards and service documentation; organise meetings, prepare agendas, record minutes and ensure information is communicated accurately and securely.
• Monitor administrative workloads, staffing capacity and resource requirements, escalate operational pressures, and identify opportunities to improve efficiency, service quality and the sustainability of Occupational Health services.

Person Specification

Education/ Qualifications

Essential

• NVQ Level 3 Business Administration or comparable level of experience.
• Evidence of continuing professional development relevant to administrative management, service delivery or staff supervision.

Desirable

• Relevant Foundation Degree or Level 4 qualification in Business Administration, Management or a related discipline, or equivalent experience.
• Training or qualification in team leadership, supervision or management.

Knowledge, Training & Experience

Essential

• Understanding of occupational health within the NHS or private organisations
• Experience of coordinating admin team and workloads, prioritizing tasks and supporting the effective day-to-day running of an administrative service.
• Proficiency in Microsoft Office applications, particularly Word, Excel and Outlook, and confident using databases and information systems.
• Knowledge of confidentiality, data protection and the secure management of records and sensitive information in accordance with relevant legislation
• Competence with Minute taking and Action tracking.

Desirable

• Experience in Occupational Health within NHS or similar setting
• Experience of contract administration, invoicing, service costing and liaising with Finance teams and external clients
• Knowledge of SEQOHS standards and Occupational Health service requirements

Communication and Interpersonal Skills

Essential

• Excellent organisational and time management skills, with the flexibility to manage competing demands, prioritise workloads and respond effectively to changing service needs.
• Self-motivated and proactive, with the ability to use initiative, resolve routine problems and work safely and efficiently with minimal supervision.
• Excellent written and verbal communication and interpersonal skills, demonstrating tact, empathy and the ability to build effective working relationships with colleagues and stakeholders.

Desirable

• Ability to manage challenging conversations and maintain positive relationships with internal and external clients.
• Willingness and ability to support the learning, development of less experienced administrative staff.

Closing Date: 15 November 2026