Office Administrator - Occupational Health

Sussex Police; Horsham; On-site; GBP 27,000 - 30,000; Full time

Job summary

Surrey Police & Sussex Police in Horsham is seeking an Occupational Health & Wellbeing Service Administrator to join a collaborative unit delivering admin support across the service. 37 hours per week, with flexible/part-time options. Permanent contract and location in Horsham, with travel to other sites as required.

You will handle enquiries, manage diaries, maintain confidential records and liaise with external providers, supporting service delivery and continuous improvement.

Qualifications

• Strong administrative experience with excellent organisational skills.
• Proven customer service skills and the ability to communicate effectively with a wide range of people.
• Confidence in handling enquiries and potentially difficult conversations with professionalism and sensitivity.
• Good IT skills, including Microsoft Office, Excel and experience of working with data systems.
• High level of accuracy and attention to detail, particularly when managing confidential records and data.
• Ability to prioritise workloads, manage competing demands and adapt to changing priorities.
• Experience within an Occupational Health, healthcare or medical environment is desirable.

Responsibilities

• Provide administrative support across the Occupational Health & Wellbeing Service to ensure efficient day-to-day operations.
• Manage enquiries received by telephone, email and post, responding professionally and sensibly to service users.
• Coordinate and manage clinical team diaries, maximising appointment availability and supporting service delivery within agreed timescales.
• Maintain accurate and confidential electronic health records in line with data protection and medical confidentiality requirements.
• Liase with external healthcare providers, including physiotherapy, psychological services, GPs and medical specialists, to obtain reports and support service delivery.
• Support quality assurance activities, identifying opportunities for improvement and sharing best practice across the team.
• Assist in the administration of specialist programmes, including vulnerable role screening.
• Support the induction and training of new team members and contribute to the development of effective processes and procedures.
• Work collaboratively with clinical colleagues and stakeholders to deliver excellent customer service and a positive experience for service users.
• Undertake additional duties appropriate to the role and grade as required.

Skills

Administrative experience

Customer service

IT skills

Data handling & confidentiality

Tools

Microsoft Office

Excel

Data systems

Job description

Vacancy Information

This role is within a unit where Surrey Police and Sussex Police work in collaboration, whilst remaining two separate legal entities/employers with different terms and conditions. Both Surrey Police staff and Sussex Police staff are employed in this unit on their own force terms and conditions. Successful candidates may be appointed on the terms and conditions of employment of either Surrey Police or Sussex Police, depending on organisational requirements. A discussion will be held with the successful candidate to confirm the details of location, salary, allowances and hours. Division / Department - People Services Grade - Surrey Police Grade D / Sussex Police Grade 7 Status - Full Time and Part Time Available Contract Type - Permanent Salary Grade Range - Surrey Police £26,875 - £29,670 / Sussex Police £26,703 - £28,914 Working Hours - 37.0 Hours per Week Shift Allowance - No Politically Restricted - No Location - Horsham The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.

Chief Constables' Message

We really welcome your interest in joining our Police Force. It is a privilege to lead the teams in Surrey Police and Sussex Police who continuously work selflessly and tirelessly in order to keep people in our counties safe. We are looking for talented and inspirational people who put the needs of the public at the heart of everything that they do and who want to make a difference. If you feel you are that person then we want to hear from you. We wish you all the very best with your application. Chief Constable Tim De Meyer & Chief Constable Jo Shiner

The Role & Key Responsibilities

From your first day with us you will be part of a policing family making a real difference. It is our mission to identify and protect vulnerable people, prevent and respond to harm and keep people safe.

Key Responsibilities

• Provide administrative support across the Occupational Health & Wellbeing Service to ensure efficient day-to-day operations.
• Manage enquiries received by telephone, email and post, responding professionally and sensitively to service users.
• Coordinate and manage clinical team diaries, maximising appointment availability and supporting service delivery within agreed timescales.
• Maintain accurate and confidential electronic health records in line with data protection and medical confidentiality requirements.
• Liaise with external healthcare providers, including physiotherapy, psychological services, GPs and medical specialists, to obtain reports and support service delivery.
• Support quality assurance activities, identifying opportunities for improvement and sharing best practice across the team.
• Assist in the administration of specialist programmes, including vulnerable role screening.
• Support the induction and training of new team members and contribute to the development of effective processes and procedures.
• Work collaboratively with clinical colleagues and stakeholders to deliver excellent customer service and a positive experience for service users.
• Undertake additional duties appropriate to the role and grade as required.

Job Details

• Role: Occupational Health and Wellbeing Service Administrator
• Location: Horsham Police Station, with occasional travel to other collaborative sites
• Hours: 37 hours per week, Monday to Friday however part-time hours will be considered to the right person.
• Reporting to: Occupational Health & Wellbeing Administration Team Leader.

Skills & Experience

• Strong administrative experience with excellent organisational skills.
• Proven customer service skills and the ability to communicate effectively with a wide range of people.
• Confidence in handling enquiries and potentially difficult conversations with professionalism and sensitivity.
• Good IT skills, including Microsoft Office, Excel and experience of working with data systems.
• High level of accuracy and attention to detail, particularly when managing confidential records and data.
• Ability to prioritise workloads, manage competing demands and adapt to changing priorities.
• Experience within an Occupational Health, healthcare or medical environment is desirable.

Behaviours & Personal Attributes

• Empathetic, calm and approachable, with the ability to handle sensitive situations with discretion.
• A team player who works collaboratively to support colleagues and deliver an excellent service.
• Proactive and adaptable, with a willingness to learn new skills and embrace change.
• Uses initiative to solve problems and support service users effectively.
• Demonstrates tact, diplomacy and sound judgement when dealing with confidential information.
• Takes ownership of tasks and maintains high standards of professionalism and integrity.

Why Work With Us?

Policing is an exciting 24/7 business and we all have commitments outside work. We're invested in supporting people to balance their life with work and we encourage flexible working. We are open to conversations about job shares and part time working. We encourage agile working, giving you the opportunity to manage your own diary and work wherever you give the best service to the public. This may include flexi-time and home working.

We take pride in looking after our people and offer a variety of benefits;

• career progression
• contributory pension scheme (LGPS)
• generous annual leave allowance
• discounts for everyday spend
• on-site gyms and a range of sports clubs
• generous and supportive parental leave
• financial and mental wellbeing guidance and support
• discounted contributory healthcare scheme

Please use the following links for more information on the benefits of working with Surrey Police or Sussex Police.

Further Information

Beatrice Balauta

Occupational Health Admin Team Leader

Occupational Health and Wellbeing Surrey Police and Sussex Police, Surrey Fire and Rescue Service & East Sussex Fire and Rescue Service

Administration Office: 01273 014444

Email: [e-mail]

Diversity Statement

We are only as good as our people. It's important that our officers and staff can be themselves in the workplace and we know that as an organisation we'll grow from the variety of thinking, approach, and the skills that diversity brings; all of which help us to deliver a better policing service. We strive to ensure how we deliver our services, provide information and how we recruit is open and accessible to all.

We have multiple staff support groups who help to improve our understanding of minority issues and ensure they are reflected in our work. We are proud members of Disability Confident, hold Race Equality Matters Trailblazer status, are a signatory of the Race at Work Charter and are aligned with the Armed Forces Covenant and the HeForShe movement.

We are committed to being an anti-racist police service. We promise to challenge injustice, ensure fairness and to uphold anti-racist principles in both our organisation and our communities. For more information, you can read our full anti-racism statement here.

We value the differences that people bring from all backgrounds and communities. Regardless of age, sex, ethnicity, sexual orientation, gender identity or gender expression, disability, social status, or religious belief, we would love to hear from you.

Please use the following links to find out more on Equality, Diversity and Inclusion at Surrey Police and Sussex Police

Additional Information

Surrey Police & Sussex Police only accept applications online via our own careers site 'Police Jobs Surrey & Sussex'. Genuine job advertisements published on other websites will always redirect you to complete your application on our official careers site, if you are not redirected to our careers site, please do not submit your application.

Following submission of your application you will receive a confirmation email with a copy of your application attached. Occasionally emails from this address can fall into spam/junk folders so please ensure this is checked regularly. You may wish to consider adding [e-mail] to your address/contact list to ensure you receive all communications.

This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process.

Please note that not all jobs are available for internal candidates across both Forces, the current agreed recruitment principles are;

• vacancies in collaborated units are available to all officers and staff across both Forces
• vacancies in non-collaborated units are only available to officers and staff within the Force with the vacancy unless it is advertised externally
• if the vacancy is advertised externally and an officer or member of staff from the other Force is successful it will result in a transfer of employment

Surrey Police and Sussex Police Special Constables, Volunteers and Agency Staff (excluding self employed workers) covered under the Agency Worker Regulations (AWR) are eligible to apply for internal advertised posts.