0345 094 1429

Administrator (REF 1661)

Location: Glasgow

Working Hours: Full time - Monday - Friday between 8:30am and 5pm

Salary: £17,500 per annum

Role Summary

Optima Health is the UK market leader in Occupational Health and Well-being services with an ambition to improve the overall health and well-being of the UK workforce. To continue supporting healthy high performance across our client's organisations, we’re growing and investing and in short, we are going places.

You'll be working within our Occupational Health administration team, providing systems and other support services, helping us deliver and maintain the highest standards of administration and customer service to our clients.

In return we will offer the successful candidate 25 days annual leave plus bank holidays, competitive salary, friendly office environment, ongoing support and the opportunity to go out to events on behalf of the clients when required.

Main Duties and Responsibilities

Main Duties and Responsibilities

  • Effectively manage clinic allocation - review clinic availability regularly and notify the team of gaps to ensure clients can be booked in and contract KPIs are met
  • Successfully reallocate clinics as required i.e. due to sickness absence / Annual Leave to ensure minimal cancellations
  • Support daily Inbound telephony calls to organise appointment bookings
  • Make outbound telephony calls to customers and third party contacts such as GP’s
  • Oversee admin reminders to ensure they are being actioned in a timely manner
  • Deal with online portal queries efficiently within set time frames
  • Manage customer enquiries (by telephone, email and post) ensuring queries are answered professionally in line with the customer charter
  • Strong Multi-tasking required
  • Ensure timely management of processes and procedure to ensure the service is delivered to contract specifications on KPIs
  • Manage all customer activity within agreed KPI


  • Have regular interactions with key client contacts in terms of managing clinic room booking to ensure all clinic space is available when required and clients are notified if clinic space is not required
  • Check the daily clinician clinic lists checking for accuracy, follow up with clinicians for any missing information to ensure contract KPIs are met
  • Ensure counselling and physiotherapy referral process is adhered to
  • Actively contribute to team meetings
  • Identify service and productivity improvements
  • Experience, skills and knowledge required for the role
  • Good written and verbal communication skills
  • Confident telephone manner
  • Good attention to detail
  • Able to meet targets and deadlines
  • Able to work under pressure and against challenging timescales
  • Solutions focused

Experience,skills and knowledge required for the role

  • Keen eye for detail
  • Good written and verbal communication skills
  • Time management skills, ability to meet targets

Optima Health is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All applicants meeting the minimum criteria for the role will receive consideration for employment without regard to age, gender or gender expression, disability,race or ethnicity, religion or belief or sexual orientation.

Apply Now