The Opportunity

At KAEFER, our success is built on our values and culture, which create a supportive and inclusive environment where employees can thrive. We prioritise growth and development, with abundant opportunities for advancement and a commitment to promoting from within. Our wide range of job openings, including entry-level positions, allows for the first steps on the ladder to success. We provide ongoing training and development opportunities to support our employees throughout their careers.

We are looking for an Occupational Health Administrator to join our team in HPC on a permanent basis. Your role will be to coordinate and administer employee occupational health medicals, ensuring medical assessments, recalls and fitness to work documentation are arranged, recorded and monitored accurately and on time. You will also support workforce readiness and compliance by maintaining medical trackers, coordinating with employees, managers, HSE, HR, onboarding teams and external occupational health providers, and ensuring medical requirements are aligned with each employee’s job role and working activities for our Hinkley Point C site.

As part of this role you will be required to be able to obtain BPSS clearance.

How You Will Make An Impact

Medical Management and Compliance

• Monitor medical expiry dates and ensure appointments are booked at least two months before expiry to allow sufficient time for waiting lists and prevent delays to site access.
• Ensure medical requirements are appropriate to each employee’s role, referring to the site medical matrix and liaising with HSE and Project Managers regarding additional requirements.
• Coordinate medical appointments in line with employee shift patterns, holidays, training commitments and availability.
• Manage appointment changes and cancellations directly with Hinkley Health and ensure replacement appointments are arranged where necessary.

Medical Records and Documentation

• Maintain accurate and up to date Medical Tracker, Medical Appointment and SCM Tracker spreadsheets.
• Review fitness certificates daily, recording fitness status, expiry dates and any required recall appointments.
• Ensure medical records and relevant systems, including WIMS, are updated as required, liaising with Bylor and Hinkley Health where necessary.
• Raise and track HSE actions through Assure, including Dynamic Risk Assessments, where required.

Communication and Coordination

• Communicate medical appointment details and reminders to employees, ensuring the Medical Inbox is copied into relevant correspondence.
• Issue weekly reminders to employees and Supervisors regarding upcoming appointments and coordinate with relevant teams to support attendance.
• Liaise with HR and supervisors regarding employees deemed unfit for work and coordinate external occupational health visits where required.

Recall Management and Onboarding

• Arrange recall medicals, update records and issue appointment invitations to ensure required follow up assessments are completed.
• Coordinate with the onboarding team to ensure new starters’ details are recorded, role-specific medical requirements are met and any recalls identified during induction are arranged.

What You Will Bring

• Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines whilst coordinating appointments and managing changing priorities 
• Good attention to detail and accuracy when maintaining records and tracking medical expiry dates
• Good IT skills, including Microsoft Packages  
• Experience using occupational health or employee management systems    
• Good understanding of administrative processes and record management   
• Understanding of the importance of medical compliance, expiry dates and recall appointments whilst maintaining confidentiality and appropriate handing of employee information             
• Knowledge of occupational health medical requirements and fitness certificates      
• Familiarity with systems such as Meddbase, WIMS and Assure            
• Previous experience in an administrative or coordination role.              
• Experience maintaining accurate records and managing deadlines    
• Experience communicating with multiple stakeholders to coordinate activities          
• Previous experience in occupational health, HR or medical administration
• CITB HSE Test for Operatives or CCNSG (can be completed before start)        

Why KAEFER UK & Ireland?

Our mission is clear: to be the most reliable and efficient provider of technical industrial services.

KAEFER UK & Ireland provides a large and growing range of industries with asset integrity services including access solutions, insulation, surface protection, HVAC fabrication, EC&I and more. We focus on improving energy efficiency and extending asset life cycles. We have twelve operating centres across the UK and Ireland, employing approximately 3,500 highly skilled and experienced people. Our people are our lifeforce and every day they deliver excellence to our customers.

KAEFER UK & Ireland is part of the KAEFER Group, a global €2.5 billion business with its headquarters in Bremen, Germany. KAEFER works on more than 5,500 job-sites internationally, with around 35,000 employees. With unrivalled experience and expertise, our teams provide trusted partnerships and tailored support to execute even the most challenging and complex projects for clients.

We take pride in being part of a global company, with common values and many diverse and individual voices. You can ‘count on us’ to make positive contributions in the communities where we live and work.

Our values:

• Reliability

• Ambition

• Team Spirit

• Respect