Details
1105460
UCL
20/11/2025
6 Months
21.90
Not Applicable
Pay
£16.76
£3.14
Description
Role
Unitemps are recruiting for a Occupational Health Administrator- PT within the Workplace Health department. The role is to work the date of 20th November 2025 and will run until 8th May 2026 part time at 21.90 hours per week. Payment is set at £16.76 + holiday pay per hour and the role will be CAMPUS based.
The post provides comprehensive administrative support to the Workplace Health (WH) staff and visitors, including reception desk cover, and will therefore be mainly office-based (i.e., min. 80% on campus), meaning that a full-time employee could work remotely for up to 1 day a week if they wish to. Usual working hours will have the latest start at 9:00am and the earliest finish at 16:30pm to ensure adequate reception and telephone cover. Annual leave will be coordinated with the other Occupational Health (OH) Administrator(s) to ensure minimal disruption to service provision.
This is a hands-on post in a busy environment, handling a high volume of queries and tasks. The postholder will be capable of responding well to changing priorities and providing cover for colleagues. The postholder will provide all aspects of occupational health administration support, therefore meticulous attention to detail, maintaining confidentiality and excellent customer care are essential. The role demands interaction with many people within and external to UCL, thus a professional attitude, flexible approach, willingness to help, ability to remain tactful, as well as cultural and disability awareness are required to adequately execute the duties outlined.
Duties and responsibilities
- Ensuring the highest standard of record-keeping, maintaining accurate, complete, and up-to-date records that are compatible with data protection and GDPR legislation (for example, recording attempts to contact the clients, digitalising paper records).
- Monitoring incoming post, the departmental OH shared mailbox (via MyServices), manning the reception desk and phone line, and promptly resolving or escalating queries as appropriate.
- Responding to all queries in a helpful, professional and timely manner, and in line with Service Level Agreements (SLAs).
- Helping to resolve issues with accessing and navigating the online patient portal (first line of support) and escalating to System Administrators as appropriate.
- Proactively booking clinical appointments to support optimal clinic utilisation.
- Managing and maintaining the clinical diaries (for example, working with clinical team to book professionally regulated students in for appointments within agreed timescales).
- Monitoring clinic availability, escalating issues as appropriate.
- Processing health surveillance job hazard identification forms (JHIFs) and health questionnaires, inviting and booking clients in for appointments.
- Ensuring that all relevant information in support of daily clinics is available to the clinical team prior to running the clinic (for example, sending out relevant forms and questionnaires prior to appointments, providing the nurses with pre-populated Mantoux prescription forms, making sure the daily health questionnaires are processed in online patient administration system [PAS]).
- Providing administrative support for clinical recalls for health surveillance and immunisation.
- Working with OH physician (OHP) and HR colleagues in processing Ill Health Retirement (IHR) cases and ensuring IHR paperwork is being completed accurately and within agreed timescales (for example, liaising with UCL Post Room regarding registered mail service to send out IHR applications).
- Liaising with the Doctors Laboratory (TDL) courier service regarding collections (for example, cancelling collections for the blood samples during UCL closure days or if there are no samples).
- Processing requests for external clinical reports, made by senior WH clinicians, and chasing reports.
- Processing management referral forms within agreed timeframes, in line with SLAs.
- Providing secretarial support to the OHP (for example, support sending out reports and letters in line with agreed processes).
- Working closely with other admin colleagues to ensure patient data is uploaded and clinics built in the online patient administration system, to facilitate appointment bookings.
General Administration:
- Ensuring the reception and waiting areas are maintained as a professional, safe, and high-quality work environment (for example, folding and disposing of empty boxes, refilling cups at water stations, changing clock batteries, reminding staff to collect parcels from the reception, ensuring self-check-in screens are on and functioning, checking that Ground Floor clinic room doors are locked before leaving, tidying leaflets in the waiting area, ensuring the printer is stocked with paper and toner).
- Helping to coordinate incoming and outgoing deliveries (for example, daily parcel and pigeonhole checks in their respective areas for items addressed to WH general and WH staff personal names, and assisting with taking deliveries upstairs).
- Ensuring confidential waste bags are ordered and, when full, reported for collection in a timely manner (via MyCampus).
- Raising departmental IT issues with UCL ISD service desk (for example, to report problems with printers on UCL network) and following through on resolving IT issues to completion.
Skills and experience
- Essential: Experience of providing a broad range of administrative and secretarial support to a team and anticipating their administrative needs.
- Essential: Demonstrable experience of providing excellent customer service face-to-face, on the telephone and in writing, while always maintaining confidentiality.
- Essential: Knowledge of the Data Protection Act (2018) / GDPR and the Freedom of Information Act (2000) and how they impact on staff.
- Essential: Experience of using computerised record-keeping systems / database applications, and a thorough working knowledge of Microsoft Office systems (including Word, Excel and Outlook).
- Desirable: Experience of working within occupational health services or equivalent working knowledge of occupational health standards and processes, ideally within Higher Education.
Skills and abilities:
- Essential: Ability to work in a busy environment while always ensuring meticulous attention to detail in record-keeping.
- Essential: Ability to be proactive, problem-solve and to plan and prioritise effectively so that work is delivered to agreed standards and deadlines.
- Essential: Ability to work effectively within a team and to work flexibly to accommodate the needs of the team and the department.
- Essential: A clear understanding of and commitment to equal opportunities and an understanding of how that can be implemented within the scope of the role.
- Essential: Ability to acquire and assimilate information accurately and to impart advice to staff at all levels.
UCL Ways of Working:
- Essential: Being able to multi-task, effectively keeping various tasks in hand at the same time.
- Essential: Understanding your responses to stress, and developing personal resilience strategies.
- Essential: Being open to change, and role-modelling simple consistent approaches.
- Essential: Following an agreed plan and knowing how to finish a job on time, asking for help if needed.
Location
UCL
Additional information
Please note to be eligible to work within this role, you must have the right to work in the UK, be physically based in the UK and be able to travel to our London based office for a RTW check (if required). This job will close for applications at 11.59pm on 25th November 2025. Interviews will be held shortly after.
Unitemps reserves the right to close this advert for applications prior to the date specified above, if a high volume of suitable applications are received.
If you have a full-time contract of employment with UCL, you are not able to work through UCL Unitemps at the same time.
Unitemps payroll is monthly, one month in arrears, please see the payroll dates here.
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