Concept Occupational Health
Client Services Administrator
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Client Services Administrator
Location: Banbridge
Hours: 30 hours per week
Company: Concept Occupational Health Ltd
About the role
Concept Occupational Health is a growing independent occupational health provider supporting businesses and employees across Northern Ireland, Ireland and Great Britain.
We are looking for an organised, professional and approachable Client Services Administrator to join our Banbridge-based team. This is a varied role at the centre of our day-to-day service, coordinating referrals, appointments, clinics, communication and documentation.
You will often be the first point of contact for clients and employees, so we are looking for someone who communicates confidently, takes pride in delivering excellent service and remains calm when priorities change.
You will work closely with our Operations Manager, occupational health clinicians and wider administrative team.
Key responsibilities
Client and employee communication
- Act as a first point of contact for telephone and email enquiries.
- Respond to questions about our services promptly and professionally.
- Liaise with clients, employees and clinicians regarding referrals, appointments and service delivery.
- Build positive and professional working relationships with clients and colleagues.
- Escalate clinical queries or concerns to the appropriate occupational health clinician.
Appointments and clinics
- Schedule management referrals, health-surveillance appointments, medicals and other occupational health services.
- Coordinate clinician diaries, availability and appointment capacity.
- Send appointment confirmations, instructions, questionnaires and relevant documentation.
- Manage cancellations, rescheduling, waiting lists and follow-up actions.
- Help coordinate onsite clinics, including attendee information, logistics and equipment requirements.
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Administration and record management
- Process referrals and check that the required information and consent documentation have been received.
- Prepare and issue correspondence, reports and supporting documentation in line with agreed procedures.
- Maintain accurate, confidential and up-to-date electronic records.
- Monitor outstanding actions and follow up where information is missing.
- Support document control, templates, filing and general office administration.
Operational support
- Support the delivery of health-surveillance, wellbeing and other client programmes.
- Monitor referrals, onboarding forms and questionnaires to help ensure services are completed on time.
- Identify and escalate delays, missing information or operational concerns.
- Assist with equipment, servicing and calibration records.
- Support consumables ordering, stock control and inventory management.
- Provide basic support with invoice checking and accounts administration when required.
- Contribute to quality assurance, audits and service-improvement activities.
About you
Essential
- Previous experience in an administrative, customer-service or coordination role.
- Strong organisational and time-management skills.
- Excellent written and verbal communication.
- Confidence managing a busy workload and competing priorities.
- Competence using Microsoft Outlook, Word and Excel.
- Excellent attention to detail and a reliable approach to completing tasks.
- Ability to handle confidential and sensitive information appropriately.
- A professional, proactive and team-focused approach.
- Confidence communicating with clients, employees and healthcare professionals.
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Desirable
- Experience in healthcare, occupational health or medical administration.
- Experience scheduling appointments or coordinating clinics.
- Experience using digital case-management, booking or customer-relationship systems.
- Experience supporting quality, compliance or operational processes.
Healthcare experience is helpful but not essential. Training will be provided to help you understand our occupational health services, systems and processes.
Important professional boundaries
This role involves access to sensitive personal, employment and health-related information. Accuracy, confidentiality and discretion are therefore essential.
The Client Services Administrator does not provide clinical advice or make decisions about an employee’s fitness for work. Clinical queries, requests for interpretation and risk concerns must be referred promptly to an appropriate occupational health clinician.
Career development
As Concept Occupational Health continues to grow, there will be opportunities to develop your occupational health knowledge, take ownership of additional client-coordination responsibilities and progress within client services or operational support.
Equality and inclusion
Concept Occupational Health Ltd is an equal opportunities employer. We welcome applications from suitably qualified individuals regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.
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