Wellbeing Administrator
| Posting date: | 22 May 2026 |
|---|---|
| Salary: | £25,760.00 to £27,476.00 per year |
| Additional salary information: | £25760.00 - £27476.00 a year |
| Hours: | Full time |
| Closing date: | 07 June 2026 |
| Location: | Gateshead, NE11 0PJ |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9340-WBA-05-26 |
Summary
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.