About this role
Job summary
Are you an organised and proactive administrator with a passion for supporting staff wellbeing?
We are looking for a Wellbeing Administrator to join our Occupational Health, Wellbeing and Staff Experience teams. This is an exciting opportunity to play a key role in supporting the delivery of wellbeing initiatives that improve staff experience across the Trust.
In this role, you will provide high-quality administrative support, coordinate wellbeing activities and events, maintain accurate records, and act as a first point of contact for staff wellbeing enquiries. You will also support key processes including occupational health administration, new starter checks, and the coordination of wellbeing programmes.
You will need:
Strong organisational and administrative skills Experience working in a busy office environment Excellent communication skills and a professional, empathetic approach The ability to handle confidential information sensitively In return, you will be part of a supportive team committed to improving staff wellbeing and making a real difference across the organisation.
Main duties of the job
The Wellbeing Administrator will provide comprehensive administrative support to the Occupational Health and Wellbeing team and the Staff Experience Team. The postholder will play a key role in supporting the delivery, coordination and promotion of staff wellbeing initiatives across the organisation.
The role will contribute to improving staff experience by ensuring wellbeing activities, programmes and communications are effectively organised, recorded and accessible. The postholder will act as a first point of contact for wellbeing enquiries, contributing to a positive and supportive working environment aligned to NEAS values.
Provide and maintain administrative systems to ensure accurate and effective data is available to enable the occupational health team to respond to clinical queries.
About us
We employ 3,500 staff in 63 locations and serve a population of 2,600,000 in Northumberland, Tyne & Wear, County Durham, and Tees over 3230 square miles.
Many people think the job of the ambulance service is to collect patients and take them to hospital, but we do much more!
Paramedic skills have developed hugely in recent years, meaning we carry out more treatment at the scene and en-route to hospital.
We have a dedicated clinical assessment service that allows us to provide patients with the most appropriate care from the beginning of the patient journey.
We have a specialised branch of the Trust called HART which deal with explosions or terrorist attacks.
Ultimately patients are the heart of everything that we do to support our mission of "safe, effective and responsive care for all".
We value and respect the diversity employees bring to our workplace. We recruit a workforce that reflects the community we serve, and welcome applications from people from all backgrounds. To ensure we deliver on our aims in relation to diversity and inclusion we assess ourselves against a range of frameworks. We are ENEI Gold employer, Disability Confident Leader, Dementia Friendly, and part of Mind Blue Light programme and the Race at Work Charter from the Princes Responsible Business Network and are achieving across all objectives in NHS Equality Delivery System.
From 01/04/25 If your role needs a DBS you'll be subject to salary deduction totaling £49.50, spread over first and second pay.
Job description Job responsibilities
Provide high-quality administrative support to the aforementioned teams, including management of shared inboxes, and responding to queries in a timely and professional manner or escalating where appropriate.
Responsible for accessing and maintaining the occupational health electronic patient record system (Opas-G2).
Support the development and maintenance of wellbeing resources, intranet pages and communication materials.
Provide and receive confidential information to occupational health and wellbeing colleagues.
Support Trust-wide wellbeing programmes, participating in task and finish groups as required.
Collaborate with staff experience colleagues to enact wellbeing initiatives as per the Trust Staff Experience Plan.
Responsible for ensuring all Occupational Health files are updated accurately, effectively and timely with relevant correspondence and uploaded to Opas-G2 in a timely manner.
Arranging planned and cyclical occupational health and wellbeing activities and preparing activity reports.
Administer and process departmental post.
Communicate and deal with all levels of staff in a professional manner.
Diary management for occupational health and wellbeing activities.
Be responsible for the administration associated with new starters, including liaising with managers and HR regarding fitness to work, ensuring full and accurate records are established and paperwork processed promptly.
Responsible for answering telephone calls, dealing with all queries in a professional manner and taking messages in the absence of other staff in the department. Solving problems and/or disseminating information from telephone calls, ensuring accurate information is given.
Ability to manage own workload and to work unsupervised to deadlines. Progress promptly matters which require urgent attention.
To raise and receipt requisitions for stationery, supplies, books and office equipment for the departments as directed by the Head of Staff Experience, Occupational Health & Wellbeing. Ensure that stock levels are maintained.
To take and type up minutes of meetings, as required.
Use of developed keyboard skills using a wide range if IT packages such as Word, Excel, Outlook, Microsoft Teams, PowerPoint etc.
Where necessary, prepare and issue confidential Occupational Health letters and documentation, including the copying of Occupational Health records for legal reasons, promptly and correctly.
Assist in the planning, organisation and delivery of wellbeing events, campaigns and initiatives (e.g. Mental Health Awareness Week, flu vaccination programmes, staff engagement activities).
Coordinate bookings, venues, materials and logistics for events and wellbeing sessions.
Monitor uptake and feedback, supporting evaluation and reporting.
Support internal communications relating to staff wellbeing, ensuring information is clear, engaging and accessible.
Act as an ambassador for wellbeing, promoting initiatives across departments and sites.
Liaise with internal teams and external providers to support delivery of wellbeing programmes.
Collect and collate wellbeing-related data to support service evaluation and reporting.
Maintain confidentiality and handle sensitive information in line with GDPR and NHS policies.
Assist in the preparation of reports, dashboards and performance updates for senior stakeholders.
Provide a welcoming and professional first point of contact for staff accessing occupational health and wellbeing support information.
Signpost staff to appropriate internal and external services in line with agreed pathways.
Support the coordination of referrals and appointments including TRiM.
Contribute to continuous improvement of administrative processes and wellbeing services.
Work flexibly across sites as required.
Person Specification
Essential Essential
Educated to GCSE level C or equivalent including Maths and English Experience of providing administrative support within a busy environment Basic knowledge of medical terminology. Advanced keyboard skills, proficient typist. Proficient in Microsoft Office (Word, Excel, Outlook, Teams) Ability to prioritise workload and meet deadlines Attention to detail and accuracy Ability to work independently and as part of a team
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.
Employer details Employer name North East Ambulance Service NHS Foundation Trust
Address Occupational Health Department
1A Dukesway Court, Team Valley Trading Estate
Gateshead
NE11 0PJ
United Kingdom
Employer's website https://www.neas.nhs.uk/ (Opens in a new tab)