MSK Occupational Health Service Administrator - WorkFit Project

The Royal Orthopaedic Hospital NHS Foundation Trust; Birmingham; On-site; GBP 26,000 - 27,000; Part time

Benefits offered by this job

Flexible working arrangements

Job summary

The Royal Orthopaedic Hospital NHS Foundation Trust in Birmingham is seeking a Part-time MSK Occupational Health Service Administrator to support the WorkFit Project. You will deliver essential administrative services to staff with musculoskeletal conditions, coordinating bookings, referrals, and records with a service-minded and confidential approach.

You will lead administration for the WorkFit Team, manage communications, ensure data protection, and support audits and reporting across Trusts

Qualifications

• GCSE English and Maths or equivalent.
• NVQ Level 3 in administration or equivalent qualification or relevant experience.
• Experience in NHS environment preferred.

Responsibilities

• Provide comprehensive administrative support to the WorkFit Service.
• Manage appointment bookings, referrals and clinic schedules.
• Maintain accurate and confidential employee health records.
• Respond to telephone and email enquiries in a professional and timely manner.
• Process and track referrals.
• Ensure compliance with data protection and confidentiality standards.
• Assist with audits, data entry and reporting requirements.
• Act as the first point of contact for staff enquires for the WorkFit Service.
• Prepare meeting agendas, take and distribute minutes.
• Support training opportunities and WorkFit Service meetings.

Skills

Microsoft Office

SharePoint

Communication skills

Telephone manner

Time management

Teamwork

Education

GCSE English and Maths or equivalent

NVQ Level 3 in administration or equivalent

Job description

Main area Administration Grade Band 3 Contract 12 months (Fixed Term or Secondment) Hours Part time - 22.5 hours per week (Monday - Wednesday) Job ref 303-8212192

Employer The Royal Orthopaedic Hospital NHS Foundation Trust Employer type NHS Site The Royal Orthopaedic Hospital NHS Foundation Trust Town Birmingham Salary £25,760 - £27,476 per annum, pro rata if part-time. Salary period Yearly Closing 04/10/2026 23:59

MSK Occupational Health Service Administrator - WorkFit Project

Band 3

Job overview

An exciting opportunity has arisen for a committed, enthusiastic and highly motivated administrator to join our Occupational Health WorkFit Project, a pilot service to support staff who are experiencing musculoskeletal conditions. We are seeking an organised and proactive committed individual who will contribute to the positive, can-do approach of our team.

You will be leading the administration and supporting the WorkFit Team in delivering quality administrative services across Trusts within Birmingham and Solihull (BSol).

As well as being part of the busy department, you will be required to prioritise your own workload on a day-to-day basis and work autonomously as the admin lead for the team. Excellent IT and communication skills are essential for this role, along with an exemplary telephone manner.

You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. We require a strong communicator and dedicated team player. This is an excellent opportunity for someone with strong administrative skills who is interested in supporting staff health, wellbeing and safety within a healthcare environment.

We can offer you a friendly and supportive work environment where your work is valued.

Main duties of the job

PROFESSIONAL

• Provide comprehensive administrative support to the WorkFit Service.
• Manage appointment bookings, referrals and clinic schedules.
• Maintain accurate and confidential employee health records.
• Respond to telephone and email enquiries in a professional and timely manner.
• Process and track referrals.
• Ensure compliance with data protection and confidentiality standards.
• Assist with audits, data entry and reporting requirements.
• To act as the first point of contact for enquiries from staff accessing the WorkFit Service.
• Maintain adequate stationery supplies for the department and ensure that maintenance requests are monitored and followed through.
• Provide support for service meetings. Prepare meeting agendas, take and distribute minutes.
• Participate in training opportunities to develop skills and stay updated on relevant practices and regulations.
• Work closely with the Admin Team to ensure performance is aligned with the WorkFit Service goals, providing support and development as needed.

Working for our organisation

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.

Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.

The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.

We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.

The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.

If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.

Detailed job description and main responsibilities

COMMUNICATION AND WORKING RELATIONSHIPS

To liaise with HR Department, Administration Team, Senior Leadership Team, Physiotherapists, Trust and BSol employees and outside agencies.

ANALYTICAL AND JUDGEMENT RESPONSIBILITIES

• Act as the first point of contact for routine enquiries from staff, other healthcare professionals.
• Handle sensitive situations, providing accurate information and support.

PLANNING AND ORGANISATIONAL SKILLS

• To ensure WorkFit Service is adequately covered from an administrative perspective during periods of staff absence.
• Work with clinicians and WorkFit Service/ Project Team to coordinate and support all administrative tasks within the service.
• Implement changes to enhance workflow and service delivery.

Please see attached full job description and person specification for further information.

Person specification

Qualifications & Training

• Educated to CGSE C or equivalent including English and Maths
• NVQ Level 3 or equivalent qualification in administration or relevant experience

Experience

• Experience of undertaking a range of administrative duties
• Experience of working within NHS environment
• Good working knowledge of Microsoft Office applications including Word, Excel, Outlook and Sharepoint
• Experience of working with Occupational Health processes
• Secretarial experience
• Experience of minute taking/meeting organisation

Skills & Knowledge

• A sound understanding of the NHS and the role data protection plays for healthcare workers
• Strong written and verbal communication skills, with the ability to communicate effectively at all levels
• Good organisational skills to ensure work is completed on time with strong attention to detail
• Able to work autonomously with minimal supervision
• Organised with the ability to prioritise tasks and work under pressure in a fast-paced environment with ability to ensure work is completed on time with attention to detail
• Excellent customer care skills
• Excellent telephone manner with the ability to address sensitive issues calmly
• Strong team ethic, with the ability to work both independently and collaboratively.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.