Key Responsibilities

Administration & Customer Service

• Act as a professional first point of contact for visitors and callers to Heales Medical.
• Answer inbound telephone enquiries from clients, their employees, internal colleagues, agents, contractors, and suppliers.
• Deal with enquiries promptly and professionally, escalating matters where appropriate.
• Review and process alerts from the Company's in-house database.
• Review and process emails from a range of stakeholders.
• Type and send letters and other correspondence as required.
• Provide administrative support to colleagues and departments across Heales Medical.
• Maintain a professional and helpful approach when representing the Heales Medical brand.

Medical Records & Document Management

• Receive, review, and process medical and other documentation accurately and efficiently.
• Ensure relevant information is recorded correctly within the Company's in-house management systems.
• Scan hard copies of medical notes and documents into the computer system as required.
• Maintain accurate electronic and physical filing systems.
• Process records and documentation received via post.
• Ensure confidential medical and employee information is handled securely and appropriately.
• Maintain a high level of accuracy when working with sensitive information.

Post & General Office Administration

• Open, date-stamp, and distribute incoming internal and external post to the relevant departments or individuals.
• Frank and prepare outgoing post for dispatch.
• Undertake general office filing and document management.
• Enter accurate information into computer systems.
• Create and place purchase orders for stationery and medical supplies in accordance with Heales Medical's ordering procedures.
• Provide general administrative support to the wider business as required.
• Undertake any other reasonable duties required for the proper and effective operation of the business.

Key Performance Indicators

Success in this role will be measured through:

• Calls being answered promptly and in line with standard protocols.
• Emails and system alerts being reviewed and processed within agreed timescales.
• Medical documentation and records being processed accurately and efficiently.
• Data being entered and maintained to a consistently high standard.
• Administrative tasks being completed effectively and within required timescales.
• Providing a consistently professional and responsive service to clients, employees, and colleagues.
• Maintaining confidentiality and appropriate information-handling standards at all times.

To Be Successful in This Role, You Will Demonstrate

• At least 1 year's experience in an administrative role.
• GCSEs (or equivalent) in English and Maths.
• Strong computer literacy and confidence using computer-based systems.
• Excellent written and verbal English.
• Strong attention to detail and a commitment to accuracy.
• Excellent organisation and time-management skills.
• The ability to manage multiple tasks and prioritise effectively.
• A professional, approachable, and helpful manner.
• The ability to handle confidential and sensitive information with discretion.
• A proactive and flexible approach to supporting colleagues.
• The ability to work independently while also contributing positively to a team.

Desirable (But Not Essential)

• Previous experience within a medical, healthcare, Occupational Health, or confidential data environment.
• Experience handling medical records or sensitive personal information.
• Experience using database, case management, or document management systems.
• Experience working to KPIs, service levels, or agreed turnaround times.
• Previous experience in a customer-facing administrative environment.

Why Join Heales Medical?

At Heales Medical, you'll become part of a growing organisation that is committed to delivering high-quality Occupational Health services and making a positive difference to people's working lives.

We offer a supportive environment where you'll have the opportunity to:

• Build a rewarding career within Occupational Health.
• Gain valuable experience within a specialist healthcare organisation.
• Receive comprehensive training and ongoing support.
• Work alongside experienced Occupational Health professionals and Physicians.
• Develop your knowledge of Occupational Health and workplace wellbeing.
• Build experience handling confidential medical and employee information.
• Develop your administrative, communication, and organisational skills.
• Work with a diverse range of clients across multiple sectors.
• Contribute to services that support employee health, wellbeing, and workplace safety.
• Be part of a growing organisation where your contribution is valued.

Our Values

Everything we do at Heales is underpinned by our core values. We are looking for people who demonstrate:

• Professional
• Caring
• Respectful
• Dedicated
• Trustworthy
• Disciplined
• Resilient

These values are central to the way we work with our colleagues, clients, employees, and healthcare professionals.

Location

Bradford

Hours

Full Time

If you're an organised, reliable, and motivated administrator looking to develop your career within Heales Medical and the Occupational Health sector, we'd love to hear from you.

Apply today and become part of the Heales Medical team, helping us deliver high-quality Occupational Health services to organisations and employees across the UK.