Occupational Health Admin Lead

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Northern Lincolnshire and Goole NHS Foundation Trust Occupational Health Admin Lead

The closing date is 15 November 2026

Apply for this job

Job summary

The Occupational Health Administration Lead is responsible for the effective management, coordination and development of the administrative function within the Occupational Health Department. The postholder provides day-to-day leadership and line management of the Occupational Health administrative team, overseeing workloads, service capacity, administrative systems and processes to maintain continuity of service delivery and respond to changing operational demands.

The role is responsible for maintaining the accuracy, integrity, security and accessibility of Occupational Health records and information systems, supporting effective clinical administration, and vaccination programmes, and ensuring compliance with relevant legislation, Trust policies, professional guidance and quality standards.

Working collaboratively with the Group Head of Occupational Health, Lead Occupational Health Nurse, Finance Department and internal and external stakeholders; the postholder supports service planning, contract and Service Level Agreement (SLA) management, income generation, financial monitoring and business development activities.

The postholder acts as a key point of contact for service users and stakeholders, providing non-clinical advice, coordinating enquiries and appointments, and ensuring that information is communicated professionally, sensitively and confidentially.

Main duties of the job

• Lead and manage the Occupational Health administrative team, including workload allocation, staff induction, training, supervision, appraisal, performance management and workforce planning to ensure effective service delivery and continuity of administrative cover.
• Oversee the day-to-day administrative operations of the Occupational Health Department, prioritising tasks, managing enquiries, coordinating appointments and referrals, and ensuring appropriate allocation and escalation of queries.
• Ensure Occupational Health records and information systems are accurate, secure, confidential and maintained in accordance with data protection legislation, Trust policies and relevant professional guidance.
• Develop, implement and audit administrative protocols and procedures, monitor service performance, coordinate vaccination recall programmes, and support compliance with relevant quality standards.
• Coordinate monthly invoicing for external clients, maintain income-monitoring systems, financial reporting, and oversee the ordering of administrative supplies.
• Maintain Occupational Health intranet pages, noticeboards and service documentation; organise meetings, prepare agendas, record minutes and ensure information is communicated accurately and securely.
• Monitor administrative workloads, staffing capacity and resource requirements, escalate operational pressures, and identify opportunities to improve efficiency, service quality and the sustainability of Occupational Health services.

About us

The Humber Health Partnership is one of the largest acute and community Partnership arrangements in the NHS, seeing well over one million patients every year and managing a budget of over £1.3 billion.

Made up of two Trusts - Northern Lincolnshire and Goole NHS Foundation Trust (NLAG) and Hull University Teaching Hospitals NHS Trust (HUTH) - our Partnership has significant ambitions and is committed to delivering world-class hospital and community services for the 1.65 million people we serve.

Together we employ nearly 20,000 staff. Our five main hospital sites are Diana, Princess of Wales Hospital, Scunthorpe General Hospital and Goole and District Hospital, for NLAG and Hull Royal Infirmary and Castle Hill Hospital for HUTH.

As Teaching Hospitals working with the Hull York Medical School, we both lead and contribute to research in many areas - biomedical research, primary care, palliative medicine, cardiovascular and respiratory medicine, vascular surgery, cancer surgery and oncology.

We believe that by developing a diverse, inclusive, innovative, skilled and caring workforce, we can deliver excellent care to our patients and a great future for our employees, our Partnership and our community.

Details

Date posted

30 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

208-C6FAE1-26-1

Job locations

DPOW/ Cross site

Grimsby

DN33 2BA

United Kingdom

Job description

Job responsibilities

Main Responsibilities

• Manage the administrative team, work streams, planning and organizing own work load with flexibility to meet change and unexpected demands.
• Liaise with Trust departments and external agencies in arranging meetings as appropriate.
• Advise managers and staff on referral system to Occupational Health in line with Managing Attendance Policy.
• Work appropriately and sensitively with distressed clients and on occasions tactfully with aggressive clients.
• Provide and receive complex information, orally, in writing or electronically to inform work colleagues, patients, clients, carers, the public and external contacts.
• Provide advice on next available appointment with Occupational Health practitioners & basic advice on Occupational Health Services and signpost to other Departments and organisations as appropriate.
• Develop and manage information systems to meet client needs, producing relevant statistical, exceptional and annual reports, with the ability to accurately interpret and analyse large volumes of data.
• Demonstrate excellent proficiency in Microsoft Office applications, ideally with experience of health or similar data record systems, and the ability to use email and intranet systems effectively and securely.
• The ability to work to deadlines and under pressure, with the ability to concentrate on the task in hand as work pattern is unpredictable with frequent interruptions and distractions.
• Must be accurate and pay attention to detail e.g. when writing and checking service specifications for SLAs, statistical reporting to Trust, other NHS organisations and private companies.
• Ensure Occupational Health records are securely stored, accessed, retained and confidentially destroyed in accordance with data protection legislation, relevant COSHH requirements and Trust policies, maintaining confidentiality and accessibility.
• Maintain awareness of and work in accordance with relevant Trust policies and procedures, regularly reviewing and analysing local processes to identify and implement improvements.
• Develop and deliver within the administrative team a high quality of customer care skills supporting the positive experience of service users.
• Collaborate with the Group Head of Occupational Health and Business Development team to assess external clients needs, develop service proposals, provide costings and establish contracts and Service Level Agreements (SLAs). Undertake annual customer reviews to ensure services continue to meet client needs and align with SEQOHS standards.
• Review and re-cost contracts in collaboration with Business Development, Finance and the Group Head of Occupational Health, and coordinate monthly invoicing of external clients with the Finance Department

For more detailed information, please read the job description linked below.

As a Trust we are keen to offer and encourage flexible working opportunities to address health and wellbeing and work-life balance for our employees, this will have a positive impact on the care we provide.

Flexible working is part of a wider commitment to improve the quality and experience of working life and we recognise that it is a key contributor for the recruitment and retention of our employees.

We therefore support and encourage open conversations around a specific working pattern to suit your work-life balance or a multi-role career, if it works for you and works for the role, we'll do our best to make it happen.

Local flexible working arrangements are developed in partnership between the line manager and employee in order to ensure equality of access to flexible working, as far as practicable, regardless of role, shift pattern, team or pay, based on: patient/service user and staff experience, service delivery and work-life balance of colleagues.

We are committed to creating and maintaining a fair and supportive working environment and culture, where contributions are fully recognised and valued by all and staff feel empowered to carry out their duties to the best of their abilities. As employers we are committed to promoting and protecting the physical and mental health and well-being of all our staff. This underpins our values as set out in the NHS Constitution, supports us to be an Employer of Choice and ultimately enables our employees to support the effective care of our patients.

We strongly value the different perspectives and ideas a diverse workforce brings to deliver better outcomes for our patients. We welcome applications irrespective of peoples age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances.

To learn more about Northern Lincolnshire and Goole NHS Foundation Trust, and discover the unique benefits on offer to employees, view our latest videos, plus more, please visit our recruitment website at https://join.humberhealthpartnership.nhs.uk/

In line with the General Data Protection Regulation (GDPR), the Recruitment & Workforce team will use and hold your personal data for the intended purpose and in line with the Recruitment & Workforce Privacy Statement.

We are committed to safeguarding the welfare of children/vulnerable adults and expect the same commitment from all staff and volunteers.

Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.

We recognise that candidates may use Artificial Intelligence (AI) tools to support them when preparing their application. Where AI is used, the information provided must remain an accurate and authentic representation of your own skills, knowledge and experience.

AI must not be used to provide false or misleading information or to generate examples that do not reflect your own experience. You should be able to discuss and demonstrate the knowledge, skills and experience included within your application during the recruitment and selection process.

Candidates may be asked to declare whether AI has been used in preparing their application and, where applicable, how it has been used.

Job description

Job responsibilities

Main Responsibilities

• Manage the administrative team, work streams, planning and organizing own work load with flexibility to meet change and unexpected demands.
• Liaise with Trust departments and external agencies in arranging meetings as appropriate.
• Advise managers and staff on referral system to Occupational Health in line with Managing Attendance Policy.
• Work appropriately and sensitively with distressed clients and on occasions tactfully with aggressive clients.
• Provide and receive complex information, orally, in writing or electronically to inform work colleagues, patients, clients, carers, the public and external contacts.
• Provide advice on next available appointment with Occupational Health practitioners & basic advice on Occupational Health Services and signpost to other Departments and organisations as appropriate.
• Develop and manage information systems to meet client needs, producing relevant statistical, exceptional and annual reports, with the ability to accurately interpret and analyse large volumes of data.
• Demonstrate excellent proficiency in Microsoft Office applications, ideally with experience of health or similar data record systems, and the ability to use email and intranet systems effectively and securely.
• The ability to work to deadlines and under pressure, with the ability to concentrate on the task in hand as work pattern is unpredictable with frequent interruptions and distractions.
• Must be accurate and pay attention to detail e.g. when writing and checking service specifications for SLAs, statistical reporting to Trust, other NHS organisations and private companies.
• Ensure Occupational Health records are securely stored, accessed, retained and confidentially destroyed in accordance with data protection legislation, relevant COSHH requirements and Trust policies, maintaining confidentiality and accessibility.
• Maintain awareness of and work in accordance with relevant Trust policies and procedures, regularly reviewing and analysing local processes to identify and implement improvements.
• Develop and deliver within the administrative team a high quality of customer care skills supporting the positive experience of service users.
• Collaborate with the Group Head of Occupational Health and Business Development team to assess external clients needs, develop service proposals, provide costings and establish contracts and Service Level Agreements (SLAs). Undertake annual customer reviews to ensure services continue to meet client needs and align with SEQOHS standards.
• Review and re-cost contracts in collaboration with Business Development, Finance and the Group Head of Occupational Health, and coordinate monthly invoicing of external clients with the Finance Department

For more detailed information, please read the job description linked below.

As a Trust we are keen to offer and encourage flexible working opportunities to address health and wellbeing and work-life balance for our employees, this will have a positive impact on the care we provide.

Flexible working is part of a wider commitment to improve the quality and experience of working life and we recognise that it is a key contributor for the recruitment and retention of our employees.

We therefore support and encourage open conversations around a specific working pattern to suit your work-life balance or a multi-role career, if it works for you and works for the role, we'll do our best to make it happen.

Local flexible working arrangements are developed in partnership between the line manager and employee in order to ensure equality of access to flexible working, as far as practicable, regardless of role, shift pattern, team or pay, based on: patient/service user and staff experience, service delivery and work-life balance of colleagues.

We are committed to creating and maintaining a fair and supportive working environment and culture, where contributions are fully recognised and valued by all and staff feel empowered to carry out their duties to the best of their abilities. As employers we are committed to promoting and protecting the physical and mental health and well-being of all our staff. This underpins our values as set out in the NHS Constitution, supports us to be an Employer of Choice and ultimately enables our employees to support the effective care of our patients.

We strongly value the different perspectives and ideas a diverse workforce brings to deliver better outcomes for our patients. We welcome applications irrespective of peoples age, disability, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances.

To learn more about Northern Lincolnshire and Goole NHS Foundation Trust, and discover the unique benefits on offer to employees, view our latest videos, plus more, please visit our recruitment website at https://join.humberhealthpartnership.nhs.uk/

In line with the General Data Protection Regulation (GDPR), the Recruitment & Workforce team will use and hold your personal data for the intended purpose and in line with the Recruitment & Workforce Privacy Statement.

We are committed to safeguarding the welfare of children/vulnerable adults and expect the same commitment from all staff and volunteers.

Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for their role.

We recognise that candidates may use Artificial Intelligence (AI) tools to support them when preparing their application. Where AI is used, the information provided must remain an accurate and authentic representation of your own skills, knowledge and experience.

AI must not be used to provide false or misleading information or to generate examples that do not reflect your own experience. You should be able to discuss and demonstrate the knowledge, skills and experience included within your application during the recruitment and selection process.

Candidates may be asked to declare whether AI has been used in preparing their application and, where applicable, how it has been used.

Person Specification

Education/ Qualifications

Essential

• NVQ Level 3 Business Administration or comparable level of experience.
• Evidence of continuing professional development relevant to administrative management, service delivery or staff supervision.

Desirable

• Relevant Foundation Degree or Level 4 qualification in Business Administration, Management or a related discipline, or equivalent experience.
• Training or qualification in team leadership, supervision or management.

Knowledge, Training & Experience

Essential

• Understanding of occupational health within the NHS or private organisations
• Experience of coordinating admin team and workloads, prioritizing tasks and supporting the effective day-to-day running of an administrative service.
• Proficiency in Microsoft Office applications, particularly Word, Excel and Outlook, and confident using databases and information systems.
• Knowledge of confidentiality, data protection and the secure management of records and sensitive information in accordance with relevant legislation
• Competence with Minute taking and Action tracking.

Desirable

• Experience in Occupational Health within NHS or similar setting
• Experience of contract administration, invoicing, service costing and liaising with Finance teams and external clients
• Knowledge of SEQOHS standards and Occupational Health service requirements

Communication and Interpersonal Skills

Essential

• Excellent organisational and time management skills, with the flexibility to manage competing demands, prioritise workloads and respond effectively to changing service needs.
• Self-motivated and proactive, with the ability to use initiative, resolve routine problems and work safely and efficiently with minimal supervision.
• Excellent written and verbal communication and interpersonal skills, demonstrating tact, empathy and the ability to build effective working relationships with colleagues and stakeholders.

Desirable

• Ability to manage challenging conversations and maintain positive relationships with internal and external clients.
• Willingness and ability to support the learning, development of less experienced administrative staff.

Person Specification

Education/ Qualifications

Essential

• NVQ Level 3 Business Administration or comparable level of experience.
• Evidence of continuing professional development relevant to administrative management, service delivery or staff supervision.

Desirable

• Relevant Foundation Degree or Level 4 qualification in Business Administration, Management or a related discipline, or equivalent experience.
• Training or qualification in team leadership, supervision or management.

Knowledge, Training & Experience

Essential

• Understanding of occupational health within the NHS or private organisations
• Experience of coordinating admin team and workloads, prioritizing tasks and supporting the effective day-to-day running of an administrative service.
• Proficiency in Microsoft Office applications, particularly Word, Excel and Outlook, and confident using databases and information systems.
• Knowledge of confidentiality, data protection and the secure management of records and sensitive information in accordance with relevant legislation
• Competence with Minute taking and Action tracking.

Desirable

• Experience in Occupational Health within NHS or similar setting
• Experience of contract administration, invoicing, service costing and liaising with Finance teams and external clients
• Knowledge of SEQOHS standards and Occupational Health service requirements

Communication and Interpersonal Skills

Essential

• Excellent organisational and time management skills, with the flexibility to manage competing demands, prioritise workloads and respond effectively to changing service needs.
• Self-motivated and proactive, with the ability to use initiative, resolve routine problems and work safely and efficiently with minimal supervision.
• Excellent written and verbal communication and interpersonal skills, demonstrating tact, empathy and the ability to build effective working relationships with colleagues and stakeholders.

Desirable

• Ability to manage challenging conversations and maintain positive relationships with internal and external clients.
• Willingness and ability to support the learning, development of less experienced administrative staff.

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

Northern Lincolnshire and Goole NHS Foundation Trust

Address

DPOW/ Cross site

Grimsby

DN33 2BA

United Kingdom

Employer's website

https://www.nlg.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Northern Lincolnshire and Goole NHS Foundation Trust

Address

DPOW/ Cross site

Grimsby

DN33 2BA

United Kingdom

Employer's website

https://www.nlg.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Lead Nurse, Occupational Health

Oluwaseun Omosola Akindolie

[email protected]

03033302210

Details

Date posted

30 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

208-C6FAE1-26-1

Job locations

DPOW/ Cross site

Grimsby

DN33 2BA

United Kingdom

Supporting documents

Privacy notice

Northern Lincolnshire and Goole NHS Foundation Trust's privacy notice (opens in a new tab)

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