Job Description

The Role:

Established in 2013, The Occupational Health Team based in Newry Co. Down, has experienced steady growth, evolving into a trusted provider of comprehensive occupational health services within both Northern Ireland and the Republic of Ireland across a wide range of industries to include manufacturing, engineering, construction, food and pharmaceutical.

We are seeking a reliable and organized Administrator to join our team. In this role, you will be the first point of contact for clients and staff, managing day-to-day administrative tasks and ensuring smooth operation of the office.

The post holder will play a crucial role in supporting the smooth running of the department. This role involves managing administrative tasks, coordinating appointments, maintaining clinical records, and providing general office support. The Admin Officer ensures that all Occupational Health services are delivered efficiently and in compliance with relevant health and safety regulations.

This post will provide an opportunity for the successful candidate to develop a high level of expertise in the operation of all administrative functions associated with running a successful Occupation Health service. The successful candidate will also be expected to maintain and develop their knowledge, skills and expertise through engagement in a range of continuous professional development activities.

Key Responsibilities:

Welcome clients and visitors, providing a professional, courteous, and supportive service always.

Manage daily office operations, including answering phone calls, responding to emails, and handling correspondence efficiently and professionally.

Maintain accurate and up-to-date patient and healthcare records, appointment schedules, and administrative files in accordance with GDPR, confidentiality, and data protection regulations.

Perform accurate and timely data entry, ensuring all information is securely stored and compliant with information governance standards.

Support the secure creation, organisation, and retrieval of both electronic and paper-based records, ensuring accessibility while protecting confidentiality.

Utilise Microsoft Office and Google Workspace applications to produce and manage documents, spreadsheets, and reports.

Provide general clerical and administrative support, including preparing correspondence, reports, meeting agendas, and minutes.

Assist with billing, invoicing, and other basic financial administration duties as required.

Coordinate and maintain office supplies, liaising with suppliers and service providers where necessary.

Handle incoming and outgoing mail and packages, ensuring appropriate distribution and confidentiality.

Support colleagues and management with various administrative tasks to promote efficiency and effective teamwork.

Uphold and promote compliance with GDPR, confidentiality, and data protection policies, ensuring all activities meet regulatory and professional standards.

Participate in regular training and supervision relating to duty of care, GDPR, and disclosure/conflict of interest, maintaining awareness and accountability across all office functions.

Person Specification:

Possess at least five GCSEs A to C grade including English and/or equivalent/relevant administrative qualification (e.g., NVQ in Business Administration, RSA/ OCR in Work Processing). At least two years proven experience in an administrative or office role, preferably within healthcare or occupational health Knowledge of digital recording systems, preferably healthcare records storage systems Strong organisational and time-management skills. Excellent communication and interpersonal abilities. Proficient in Microsoft Office (Word, Excel, Outlook) Attention to detail and commitment to maintaining confidentiality. Positive, proactive, and able to work independently as well as part of a team. Knowledge and full understanding of GDPR regarding health data management and ability to maintain confidentiality and handle sensitive information with discretion. Excellent time management skills with an ability to work on own initiative
NB: The post holder is expected to maintain the highest standards of professional integrity and confidentiality, ensuring all records and communications are handled in line with

GDPR

, data protection laws, and internal policies. They must act with honesty, accountability, and respect always, upholding the organisation's commitment to quality, compliance, and duty of care.

Job Types: Full-time, Permanent

Pay: From 24,420.00 per year

Benefits:

Company pension Health & wellbeing programme Private dental insurance Private medical insurance
Application question(s):

At least two years proven experience in an administrative or office role, preferably within healthcare or occupational health Knowledge of digital recording systems, preferably healthcare records storage systems Strong organisational and time-management skills and excellent communication and interpersonal abilities. Proficient in Microsoft Office (Word, Excel, Outlook) Attention to detail and commitment to maintaining confidentiality. Proactive, and able to work independently on own initiative, as well as part of a team, with excellent time management skills. Knowledge and full understanding of GDPR regarding health data management and ability to maintain confidentiality and handle sensitive information with discretion. Possess at least five GCSEs A to C grade including English and/or equivalent/relevant administrative qualification (e.g., NVQ in Business Administration, RSA/ OCR in Work Processing).
Work Location: In person