OHS Administrative Support

NATS; Sarisbury Green; On-site; GBP 22,000 - 30,000; Full time

Job summary

NATS is seeking an administrative support assistant for its Occupational Health Services. You will act as the main contact for the OHS department, manage calls and the medical inbox, and ensure documentation flows into COHORT and SharePoint for clinician action.

Responsibilities include diary management for clinicians, travel coordination for staff, and clerical support for meetings, protocols, and procedures. Flexibility to cover OH admin duties is essential.

Qualifications

• Strong organisational and IT skills with proficiency in Microsoft Office.
• Excellent communication and professional interpersonal abilities.
• Willingness to travel to other NATS sites when required.
• Ability to work both independently and in a team.
• Leadership or management experience is desirable for progression.

Responsibilities

• Act as primary contact for the OHS Department and manage calls/medical inbox.
• Process incoming Occupational Health and Aeromedical correspondence; log in COHORT and SharePoint.
• Provide administrative support to clinicians including minutes and protocols.
• Coordinate travel for clinical staff: flights, hotels, car hire, conferences.
• Maintain diary for senior clinicians and manage out-of-hours duty roster.
• Assist with OPAS reminders and information requests; update cohort and SharePoint.
• Upload documentation to CAA medical records system (CELLMA).
• Cover OH Admin roles during leave or sickness.

Skills

Organisational skills

IT & MS Office

Communication skills

Teamwork

Travel coordination

Tools

COHORT

SharePoint

Outlook

Job description

NATS is the UK’s leading air navigation service provider, handling over 2.4 million flights each year. We provide air traffic control services from two control centres and at airports around the UK. We also provide a wide range of commercial products and solutions internationally. Our people are at the heart of our purpose to advance aviation and keep the skies safe.

Role Purpose

To provide administrative support services to the Occupational Health Services (OHS) clinicians enabling the department to offer a high-quality Occupational Health service to NATS Clients.

Other duties Include:

• To act as primary point of contact for the Occupational Health Services (OHS) Department. Manage telephone calls for centres and medical inbox, referring clinical matters to the appropriate clinician/Duty Doctor and advise Managers and Clients about the services available.
• To action incoming Occupational Health and Aeromedical correspondence, to ensure all documentation is entered onto clinical software system COHORT and scanned onto SharePoint then passed to the relevant clinician for action. Medical Reports and other relevant documentation processed/stored onto SharePoint
• Administrative support to clinicians including minutes for meetings, protocols and procedures, mail sifting and action.
• Act as travel co-ordinator for clinical staff including flights, hotels, car hire, travel profiles, booking conferences and meetings.
• Monitor and maintain outlook diary for CMO, SMO, other Doctors and synchronise with cohort; be accurate and proactive to identify potential conflicts and flag to manager. Maintain out of hours duty doctor roster and ensure the emergency phone is transferred at the end of the working day to the duty doctor.
• Trainee Air Traffic Conroller (TATC) liaison with HR – booking appointments, liaise with department, Training, & HR.
• OPAS – ensure reminders and requests for information are followed up. Upload information to cohort and SharePoint Update personal details when contacted by client to ensure accurate.
• CELLMA - Uploading documentation to Civil Aviation Authority (CAA) Medical record system for regulatory purposes.
• To have a good working knowledge of other team member roles and cover some OH Admin roles during annual leave and sickness absence
• Perform preliminary tests to prepare for medical assessments including height and weight measurements, urinalysis, ECG, audiometry and finger point phlebotomy
• Other duties as determined by manager / departmental needs

Essential Skills and Experience

• Good organisational and IT skills and be familiar with Microsoft Office software packages and in-house computer packages.
• Good communication skills with an ability to deal with people in a professional and sensitive manner.
• Confident at communicating at all levels and to be prepared to travel to other NATS sites when required.
• Excellent team working skills but have the confidence to work independently but to also work well in a team.
• Any leadership or management experience is desirable, particularly if you are interested in career progression within the team.

Additional Vacancy Information

Please note - we anticipate interviews for shortlisted candidate to take place early to mid December.

We are proud to offer a fantastic total reward package to help you thrive both personally and professionally - for more information on what NATS can offer you please visit - Why NATS? - NATS

Please note: All staff at NATS are subject to UK Security Vetting and Clearance (SC) and must maintain valid clearance throughout employment. We are unable to progress applications where an applicant does not meet eligibility requirements for clearance. For further guidance click here Security Clearance - NATS

If you share our passion to advance aviation and keep the skies safe – we would like to hear from you whatever your age, sex, race, faith, sexual orientation, gender identity, gender expression, visible or invisible disability. Individuals that bring different perspectives, skills, life experiences and backgrounds help us be at the forefront of our industry.