Occupational Health Administrator

Role & responsibilities

An Occupational Health Administrator is responsible for providing administrative support to an Occupational Health department, ensuring the smooth running of occupational health services for employees or staff members. The role typically includes tasks such as timeousappointment recall, scheduling, record management, coordinating occupational health programs, and supporting compliance with relevant health, safety, and confidentiality standards.

• Schedule and manage appointments for fitness-to-work assessments, health surveillance, and other occupational health procedures.
• Act as the primary contact for internal and external stakeholders regarding booking queries and coordination of occupational health services.
• Liaise with Woods Occupational Health Provider and internal departments to ensure effective service delivery and compliance with company standards.
• Maintain accurate, up-to-date, and confidential medical records in line with data protection regulations and company policies.
• Record, update, and manage casework and occupational health data on Wood and provider systems, ensuring timely communication with relevant personnel.
• Carry out trend analysis and reporting of occupational health data to support evidence-based decisions and continuous improvement.
• Monitor and highlight non-compliance in occupational health requirements before employee mobilisation for onshore and offshore operations.
• Support the management of sickness absence, rehabilitation programmes, and occupational health initiatives.
• Ensure compliance with internal policies, statutory obligations, and requirements related to health surveillance, vaccinations, and fitness-for-work assessments.
• Assist with departmental payments, purchase orders, and other administrative processes following company procedures.
• Prepare and edit occupational health presentations, reports, and communications.
• Format, standardize, and maintain occupational health documents, ensuring alignment with organizational templates and guidelines.
• Provide administrative support for audits, reporting, and occupational health projects.
• Respond to new hire medical requests promptly to support efficient onboarding processes.
• Develop, maintain, and regularly update work instructions and documentation relevant to assigned contracts.
• Handle all occupational health information securely, maintaining confidentiality and compliance with data protection legislation.
• Promote and uphold alignment with company values and behaviours in all aspects of work

Preferred candidate profile

Qualifications:

• Degree level qualification desirable but not essential, open to discussion on relevant experience

Knowledge,

• At least 3 years experience in administrative role as a minimum
• Strong administrative and organizational skills, with a focus on attention to detail.
• Two way communicator and open for feedback
• Proficient IT skills, particularly in databases and office applications.
• Creating and formatting complex documents and reports using MS Word.
• Developing dynamic PowerPoint presentations for meetings, training, and sales pitches.
• Ability to work collaboratively as part of a team or independently, demonstrating initiative.
• Knowledge of health, safety, and occupational health practices is an advantage.

Personal

• Genuine commitment to delivering high-quality occupational health services.
• Dedicated to continuous learning, professional development, and service improvement.
• Strong interpersonal and networking skills foster collaboration and mutual respect.
• Multitasker and understands the level of urgency.
• Trustworthy, compassionate, and approachable when dealing with employees and stakeholders.
• Able to work independently and as part of a team, demonstrating initiative and a proactive approach to problem-solving.