Occupational Health Administrator

NHS; Dannhauser; Hybrid; ZAR 200,000 - 300,000; Full time

Job summary

A healthcare organization in KwaZulu-Natal is seeking an enthusiastic Administrative Assistant for the Occupational Health Administration Team. The successful candidate will manage health records, coordinate medical appointments, and liaise with HR and clinicians. Essential qualifications include GCSE in English and experience in a healthcare setting. This position offers a hybrid working model, allowing some flexibility in location.

Qualifications

• Experience in a healthcare environment is essential.
• Ability to work independently and as part of a team.
• Responsible for maintaining confidential health records.

Responsibilities

• Maintain health records and filing systems.
• Assist with general running of the Occupational Health service.
• Coordinate health screenings and medical appointments.

Skills

Administrative experience

Communication skills

Microsoft Office proficiency

Problem-solving skills

Time management

Education

A-C grade GCSE in English Language

Job description

Job summary: An opportunity has arisen for an enthusiastic, motivated individual to join the Occupational Health Administration Team. The successful candidate will be responsible for a variety of administration duties and be expected to work independently but will be part of the wider administration team within the Occupational Health Department.

The Occupational Health (OH) Service sits in the Workplace and Health and Safety Division, part of the People and Workplace Directorate. This is an exciting opportunity to join the UKHSA SEQOHS (Safe Effective Quality Occupational Health Service) accredited service. You will work within a multidisciplinary OH team that are nationally based with some staff site based, hybrid and home based.

Main duties of the job:

• Maintain confidential health records and filing systems
• Assist with the general running of the Occupational Health service
• Assist with preparing reports/correspondence/documentation for occupational health professional
• Schedule appointments, manage diaries for Occupational Health Clinical staff
• Coordinate health screenings, medicals, surveillance activities
• Act as first point of contact for employees and managers accessing occupational health services through the Occupational Health mailbox/telephone line, alerting Clinical staff to urgent issues
• Respond empathetically to queries and explain triage processes and wait times
• Liaise with HR, clinicians, and external providers to ensure smooth service delivery
• Input and update data in databases (e.g., Orchid).
• Ensure records are stored and disposed of in accordance with the UKHSA Records Management Policy and The Health and Safety Executive Guidelines for ensuring the safe keeping of notes in accordance with the Data Protection Act
• Monitor clinician compliance and maintain accurate logs
• Assist with audits, ensuring adherence to policies and procedures
• Assist with organising the annual Influenza programme
• Organising and maintaining databases in relation to keeping mandatory documents under COSHH (Control of Substances Hazardous to Health) and Statutory Health & Safety Law
• Ordering vaccines, stationery, medical supplies, and first aid equipment; includes processing requisitions and ensuring accurate receipt of delivered items

About us: We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities.

Essential criteria:

• At least A-C grade GCSE in English Language or proven experience in an administrative role.
• Experience of working in a healthcare environment.
• Working Knowledge Microsoft packages, to include Word, Excel, PowerPoint, Outlook etc to basic level.
• Clear and confident communicator with strong writing, data entry and telephone skills.
• A collaborative mindset and the ability to contribute effectively as part of a team.
• Strong problem-solving skills and the ability to work independently.
• Excellent time management, with the ability to organise and prioritise tasks to meet deadlines.
• A commitment to maintaining confidentiality and building trust in sensitive environments.

Desirable criteria:

• Experience of working in Occupational Health.
• Awareness of a range of Health Services provisions.
• Knowledge of Healthcare issues.
• Understanding of Data Protection legislation.