Job vacancy: Occupational Health Administrator, Northamptonshire Healthcare NHS Foundation Trust, Kettering

Job summary

Main area: Administration
Grade: NHS AfC: Band 3
Contract: 12 months (Fixed term)
Hours: Full time - 37.5 hours per week (Monday to friday - 8a.m. to 4 p.m)
Job ref: 270-TH238-CORP

Employer: Northamptonshire Healthcare NHS Foundation Trust
Employer type: NHS
Site: Occupational Health Department, St.Marys Hospital
Town: Kettering
Salary: £25,760 - £27,476 Per annum
Salary period: Yearly
Closing: 13/08/2026 23:59

Occupational Health Administrator

NHS AfC: Band 3

Detailed job description and main responsibilities

As part of the team the post holder be responsible for:

Ø Data entry into various computer systems.

Ø Support at meetings, take minutes, record actions, and follow up.

Ø Plan & organize clinics, appointments, with many being complex requiring judgement of the relevant clinicians.

Ø Copy or audio typing Occupational Health Consultant and Occupational Health Advisors confidential reports.

Ø Organisation of several types of OH clinics and adjust them where and when needed.

Ø To book appointments for NHFT staff with the OH clinical team in the OH software system (Cority).

Ø Dealing with the not so straightforward queries in line with department SOPs and liaising with appropriate team member when needed.

Ø Provide regular reports via Cority for the NHFT recruitment team.

Ø Support our staff technically to access immunisation records form Cority or to submit referrals/questionnaires via Cority.

Ø Receive and manage sensitive and confidential information via phone/email or reports.

Ø Implement/review admin SOPs.

Ø Monitoring and ordering of some physical assets i.e. stationery, office equipment, clinic stock.

Ø Ordering via supply chain/Agresso.

Ø Manage OH asset register to ensure medical equipment is serviced and calibrated as required for trust assurance purposes in relation to health surveillance.

Ø Help to developing and implementing clerical systems.

Ø Photocopying, filing, and retrieving medical notes and documentation as required.

Ø To receive telephone calls, take and deliver messages in an efficient, accurate and timely manner.

Ø To answer queries and direct them to appropriate person

Ø Open and distribute incoming post and prepare outgoing post for dispatch.

Ø To arrange clinical note storage and archiving as required.

Ø To take responsibility for health and safety aspects of own work and environment, ensuring security is maintained within the department in line with Trust Policies and Procedures.

Ø Be responsible and accountable for all aspects of own workload with supervision.

Person specification

Qualifications

Essential criteria

English GCSE grade 4 to 9 or equivilent

Experience

Essential criteria

experience of working with microsoft office
experience of working in a office environment with a clear understanding of administrative processes and procedures

Desirable criteria

experience of working in admin in NHS
experience of working with systm one
experience of working with Occupational Health software systems such as Cority

Skills

Essential criteria

Ability to prioritise and deliver work of a high quality to tight timescales and to manage conflicting priorities
diary and time management skills

Important Information

By completing an application you are giving authorisation for the transfer of your data. In submitting an application form, you authorise us to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training records and full service history.

You must ensure that your application, including supporting statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

Correspondence regarding your application will be sent to you via a TRAC system account.

Please submit your application as soon as possible; due to the high volumes of applications we receive we reserve the right to close any adverts before the closing date once we have received sufficient applications.

We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.

All roles are subject to the home office immigration rules and therefore eligibility must meet certain requirements for any sponsorship to be considered. Please visit the government website for more information regarding eligibility,

At NHFT we support many of our colleagues to work flexibly and we will consider requests for flexible working from day one. For this role, we are open to discussing a range of options including flexible hours, agile/home working, compressed hours and part time hours. Please have a conversation with the recruiting manager about the flexibility you need and we will promise to explore what is possible with you.

Applicants who have a disability and meet the essential criteria for the job will be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

All posts that are engaged in a regulated activity will be subject to a Disclosure and Barring Service (DBS) check and a DBS re-check on a three yearly basis whilst employed in such a role. Staff employed in these posts will therefore be asked to register with the DBS Automatic Update Service upon receipt of their DBS certificate and must update yearly , the annual fee will be reimbursed subject to Trust policy. For further information please visit: DBS Update Service: applicant guide - GOV.UK (www.gov.uk)

Please note if a DBS is applicable for the position then a charge will be deducted from your first salary.

Please note that all new starters to the trust are subject to a probationary period.