UK Health Security Agency

Occupational Health Administrator

The closing date is 21 October 2025

Apply for this job

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. The multidisciplinary team includes 4 travel health and Immunisation nurses across 2 sites (Porton and Colindale - including this role), Senior Occupational Health Advisors (Specialist Community Public Health Nurses), Head of OH and 2 OH Clinical and Governance Managers (all SCPHN), OH Service Lead, an administration technical support team and a part time OH Physician and Physiotherapist (OH workplace adjustment assessments) through contract.

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. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Details

Date posted

07 October 2025

Pay scheme

Other

Salary

£25,651 to £30,266 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

919-CG-305753-EXT

Job locations

Scientific Campus

Colindale or Porton

NW9 5EQ


Job description

Job responsibilities

As an Occupational Health Administrator your primary duties will be to support the administrative function across the Occupational Health Team. You will provide essential administrative support by maintaining confidential records, coordinating medical appointments and screenings, preparing professional documentation, and managing staff diaries. You will serve as the initial point of contact for employees and managers seeking occupational health services, respond with empathy to enquiries, clarify triage procedures, and facilitate seamless collaboration between HR, clinicians, and external providers.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

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.

Selection Process Details

This vacancy is using Success Profiles and will assess your Behaviours, and Experience.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the listed 8 essential criteria, and this will be in the form of a:

  • Application form (Employer/ Activity history section on the application)
  • 1000-word supporting statement.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.

The Application form and supporting statement will be marked together.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

  1. Meets all essential criteria
  2. Meets some essential criteria
  3. Meets no essential criteria

Those meeting 'all essential criteria' and 'some essential criteria' will progress to shortlisting.

Shortlisting:In the event of a large number of applications we will shortlist on the following essential criteria:

  • Excellent time management, with the ability to organise and prioritise tasks to meet deadlines
  • A collaborative mindset and the ability to contribute effectively as part of a team.

Desirable criteria may be used in the event of a large number of applications / large amount of successful candidates.

If you are successful at this stage, you will progress to interview.

Please do not exceed 1000 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview

Success Profiles

You will be invited to a remote interview.

Behaviours will be tested at interview.

The Behaviours tested during the interview stage will be:

  • Managing a quality service (Lead behaviour)
  • Seeing the bigger picture
  • Working together
  • Working at Pace

Interviews dates are yet to be confirmed.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Location

This role is being offered as hybrid working based at our Scientific Campus in either Colindale, London or Porton, Wiltshire.We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month). If based at one of our scientific campuses, you will be required to have a minimum of a Counter Terrorism Check security vetting check as a minimum.

Salary Bands

  • National £25,651 to £27,220
  • Outer London £27,335 to £28,442
  • Inner London £29,613 to £30,266

Security Clearance LevelRequirement

Successful candidates for this role must pass an enhanced disclosure and barring security check before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-terrorist Check.

For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requiresCounter Terrorism Check (CTC) clearance. UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice.

Job description

Job responsibilities

As an Occupational Health Administrator your primary duties will be to support the administrative function across the Occupational Health Team. You will provide essential administrative support by maintaining confidential records, coordinating medical appointments and screenings, preparing professional documentation, and managing staff diaries. You will serve as the initial point of contact for employees and managers seeking occupational health services, respond with empathy to enquiries, clarify triage procedures, and facilitate seamless collaboration between HR, clinicians, and external providers.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

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.

Selection Process Details

This vacancy is using Success Profiles and will assess your Behaviours, and Experience.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the listed 8 essential criteria, and this will be in the form of a:

  • Application form (Employer/ Activity history section on the application)
  • 1000-word supporting statement.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.

The Application form and supporting statement will be marked together.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

  1. Meets all essential criteria
  2. Meets some essential criteria
  3. Meets no essential criteria

Those meeting 'all essential criteria' and 'some essential criteria' will progress to shortlisting.

Shortlisting:In the event of a large number of applications we will shortlist on the following essential criteria:

  • Excellent time management, with the ability to organise and prioritise tasks to meet deadlines
  • A collaborative mindset and the ability to contribute effectively as part of a team.

Desirable criteria may be used in the event of a large number of applications / large amount of successful candidates.

If you are successful at this stage, you will progress to interview.

Please do not exceed 1000 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview

Success Profiles

You will be invited to a remote interview.

Behaviours will be tested at interview.

The Behaviours tested during the interview stage will be:

  • Managing a quality service (Lead behaviour)
  • Seeing the bigger picture
  • Working together
  • Working at Pace

Interviews dates are yet to be confirmed.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Location

This role is being offered as hybrid working based at our Scientific Campus in either Colindale, London or Porton, Wiltshire.We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month). If based at one of our scientific campuses, you will be required to have a minimum of a Counter Terrorism Check security vetting check as a minimum.

Salary Bands

  • National £25,651 to £27,220
  • Outer London £27,335 to £28,442
  • Inner London £29,613 to £30,266

Security Clearance LevelRequirement

Successful candidates for this role must pass an enhanced disclosure and barring security check before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-terrorist Check.

For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requiresCounter Terrorism Check (CTC) clearance. UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice.

Person Specification

Application Form and Supporting Statement

Essential

  • Application Form and Supporting Statement

Behaviours

Essential

  • Managing a quality service (Lead behaviour)
  • Seeing the bigger picture
  • Working together
  • Working at Pace
Person Specification

Application Form and Supporting Statement

Essential

  • Application Form and Supporting Statement

Behaviours

Essential

  • Managing a quality service (Lead behaviour)
  • Seeing the bigger picture
  • Working together
  • Working at Pace

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

Scientific Campus

Colindale or Porton

NW9 5EQ


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

Employer details

Employer name

UK Health Security Agency

Address

Scientific Campus

Colindale or Porton

NW9 5EQ


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Resourcing Support

Carmelita Goodwin

Carmelita.Goodwin@ukhsa.gov.uk

Details

Date posted

07 October 2025

Pay scheme

Other

Salary

£25,651 to £30,266 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

919-CG-305753-EXT

Job locations

Scientific Campus

Colindale or Porton

NW9 5EQ


Supporting documents

Privacy notice

UK Health Security Agency's privacy notice (opens in a new tab)