Job summary
An exciting opportunity has arisen for a Team Administrator to work with the Senior Management Team for Primary, Community & Dental Services Directorate. We are a friendly team, the office is busy, and the work is interesting and varied. You will be working with a number of senior managers, helping our staff to provide the best care to patients.
We are looking for someone who likes to be busy, works well in a team, and is able to communicate well with staff and members of the public. You will be an effective and experienced administrator, comfortable with using your own initiative. Our administration team provides diary management, sets up meetings and events, manages papers for meetings and takes minutes. We are also the first port of call for the senior management team.
We offer excellent terms and conditions and good development opportunities. The office is based in Blackbird Leys, near to shops, and with easy parking and good public transport.
Main duties of the job
To provide comprehensive administration/secretarial support to the Senior Team, Operational Managers, Clinical Managers.
To cross cover the other Team Administrators when required.
Liaise with internal staff of all levels across the trust including other Trusts, NHS organisations and external providers.
About us
Benefits of working for Oxford Health NHS Foundation Trust include:
- Excellent opportunities for career progression
- 27 days annual leave, plus bank holidays, with an increase to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Staff accommodation
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
Job description
Job responsibilities
- Provide administrative support to the team ensuring that there are effective administrative systems and procedures in operation. This includes responding to emails, drafting letters, taking minutes, typing, formatting, and checking correspondence, board papers, reports, presentations etc. ensuring correct spelling, grammar and formatting are used in line with Trust guidelines.
- Exchanges information with internal and external staff and members of the public, communicating confidentially and professionally in line with trust and GDPR guidelines. To utilise a high level of IT skills to produce quality documentation to support the work of the team using the appropriate Microsoft software and adopting the Trusts corporate standards and style.
- Setting up and maintaining charts/contact lists/databases for the directorate, ensuring accurate records are reviewed with individual services and updated regularly.
- To proactively manage designated workload independently, ensuring relevant staff are aware of progress against deadlines provided.
- To be responsible for ordering goods and services against specified budgets using the electronic ordering system. Ensuring an accurate record of goods is maintained and receipting items promptly via the SHARE system.
- To manage and maintain computer and paper-based information storage systems on behalf of the Senior Team.
- To support the Senior Managers with robust systems to ensure adequate line management of their teams, including annual leave calculations, planners, rota systems and supervision meetings.
- To create, monitor and manage the MS Teams channels for Senior Managers being responsible for ensuring the correct access.
- Support projects delivering tasks to an agreed specification and timescale. May co-ordinate activities within the project.
- To support the creation of Standard Operating Procedures.
Job description
Job responsibilities
- Provide administrative support to the team ensuring that there are effective administrative systems and procedures in operation. This includes responding to emails, drafting letters, taking minutes, typing, formatting, and checking correspondence, board papers, reports, presentations etc. ensuring correct spelling, grammar and formatting are used in line with Trust guidelines.
- Exchanges information with internal and external staff and members of the public, communicating confidentially and professionally in line with trust and GDPR guidelines. To utilise a high level of IT skills to produce quality documentation to support the work of the team using the appropriate Microsoft software and adopting the Trusts corporate standards and style.
- Setting up and maintaining charts/contact lists/databases for the directorate, ensuring accurate records are reviewed with individual services and updated regularly.
- To proactively manage designated workload independently, ensuring relevant staff are aware of progress against deadlines provided.
- To be responsible for ordering goods and services against specified budgets using the electronic ordering system. Ensuring an accurate record of goods is maintained and receipting items promptly via the SHARE system.
- To manage and maintain computer and paper-based information storage systems on behalf of the Senior Team.
- To support the Senior Managers with robust systems to ensure adequate line management of their teams, including annual leave calculations, planners, rota systems and supervision meetings.
- To create, monitor and manage the MS Teams channels for Senior Managers being responsible for ensuring the correct access.
- Support projects delivering tasks to an agreed specification and timescale. May co-ordinate activities within the project.
- To support the creation of Standard Operating Procedures.
Person Specification
Qualifications
Essential
- o3 GCSE passes at grade C or above, or equivalent, including English & Mathematics plus significant relevant experience.
Desirable
- o ECDL (European Computer Driving License) or equivalent experience
Experience
Essential
- oExcellent word processing skills, and Experience of full range of Windows software.
Desirable
Experience
Essential
- oAble to prioritise and plan work in a busy environment and to tight deadlines when required
Experience
Essential
- oExcellent communication skills, both written and verbal
Experience
Essential
- oAccurate attention to detail.
Experience
Essential
- oExcellent general office administration skills, including experience of reviewing and developing administrative processes and procedures
Experience
Essential
- oAbility to work effectively under pressure, meet deadlines and prioritise workload in a challenging and demanding environment
Person Specification
Qualifications
Essential
- o3 GCSE passes at grade C or above, or equivalent, including English & Mathematics plus significant relevant experience.
Desirable
- o ECDL (European Computer Driving License) or equivalent experience
Experience
Essential
- oExcellent word processing skills, and Experience of full range of Windows software.
Desirable
Experience
Essential
- oAble to prioritise and plan work in a busy environment and to tight deadlines when required
Experience
Essential
- oExcellent communication skills, both written and verbal
Experience
Essential
- oAccurate attention to detail.
Experience
Essential
- oExcellent general office administration skills, including experience of reviewing and developing administrative processes and procedures
Experience
Essential
- oAbility to work effectively under pressure, meet deadlines and prioritise workload in a challenging and demanding environment
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.
