Job Title: Occupational Health Administrator & Receptionist Job Purpose The Occupational Health Administrator will provide comprehensive front-of-house and administrative support to the Occupational Health Department. This role ensures the smooth day-to-day operation of reception services, appointment coordination, and administrative functions within a fast-paced healthcare environment. Main Duties & Responsibilities Reception & Patient Services Welcome patients, visitors, and clients in a professional and courteous manner, both in person and via telephone Manage incoming calls, enquiries, and correspondence (email, post, fax), directing as appropriate Schedule, coordinate, and manage appointments to optimise patient flow and clinical resource utilisation Maintain reception area standards, ensuring a welcoming and organised environment Monitor appointment schedules, notify clinicians of patient arrivals, and communicate any delays Provide reassurance and support to patients, including those in distress Ensure secure access to the premises by managing visitor sign-in and adherence to security protocols Maintain key control and office access security in line with organisational policies Administrative & Operational Support Provide full administrative support to the Occupational Health Department, including filing, photocopying, and document preparation Maintain accurate patient records, ensuring timely filing, retrieval, and updates of personal and financial information Manage health surveillance scheduling and tracking Populate, maintain, and analyse Excel spreadsheets for reporting and trending purposes Prepare and update weekly and monthly reports Support the coordination of health promotion initiatives Assist with audits and ensure all documentation is audit-ready Update and maintain policies, procedures, and records on internal systems Liaise with internal departments (e.g. EHS) to coordinate assessments and activities as required Financial & Resource Management Maintain patient accounts and process financial information accurately Support budget administration including purchase orders, accrals, cheque requisitions, and p-card transactions Monitor office supplies and equipment, ensuring adequate stock levels and arranging servicing/repairs where necessary Compliance, Confidentiality & Governance Maintain strict confidentiality of patient, client, and organisational information Ensure compliance with the Data Protection Act 2018 and Information Security Management System (ISMS) policies Contribute to data protection, information security, and SEQOHS compliance requirements Maintain evacuation lists and support health & safety procedures Follow organisational policies and procedures, identifying and reporting areas for improvement Skills & Competencies Excellent communication and interpersonal skills Strong organisational and time management abilities High level of accuracy and attention to detail Ability to multi-task and work in a fast-paced environment Professional, flexible, and customer-focused approach Strong teamwork skills with the ability to work independently High level of accountability and confidentiality. Technical Skills Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, SharePoint, Teams) Experience with communication platforms (Zoom, Teams, Webex) Experience with health-related booking/management systems (e.g. Socrates, eOPAS) desirable Qualifications & Experience Minimum of 3 years experience in a similar administrative or receptionist role, ideally within a healthcare or occupational health setting. Relevant administrative or business qualification desirable Experience working in a regulated or confidential environment is an advantage Additional Requirements All staff are required to: Maintain strict confidentiality at all times Comply with the Data Protection Act 2018 Adhere to all organisational policies and ISMS procedures Contribute to a culture of continuous improvement and teamwork.