Job summary
This is an exciting opportunity to play a pivotal role in supporting the delivery of high-quality therapy services to children, young people, and families across Greenwich. As the Administrative Coordinator, you will provide professional and efficient administrative and secretarial support to the Operational Manager and senior leadership team, ensuring the smooth and effective running of the service.
You will work closely with colleagues across the NHS, local schools, and partner organisations, managing a varied workload that includes coordinating meetings, preparing documentation, maintaining records, and supporting service projects. Your contribution will be essential in enabling our teams to deliver life-changing care and interventions.
We are seeking a highly organised, adaptable individual with excellent communication skills and a commitment to supporting services that make a real difference. In return, we offer a supportive working environment, opportunities for professional development, and the chance to be part of a dedicated, collaborative team.
Use of Artificial Intelligence (AI)
If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you(TM)re applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process. We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.
Main duties of the job
Role SummaryThe Administrative Coordinator will provide comprehensive administrative and secretarial support to the Operational Manager and leadership team within the Greenwich Children's Integrated Therapies service. The role involves managing diaries, coordinating meetings, preparing agendas and minutes, handling correspondence, maintaining accurate records and databases, supporting HR and finance processes, and ensuring the smooth day-to-day running of service operations. The post holder will liaise with a wide range of stakeholders, and will play a vital role in supporting service efficiency, compliance, and quality improvement.
Key Skills and Qualities
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Strong organisational and time-management skills, with the ability to prioritise competing demands and meet deadlines.
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Excellent written and verbal communication skills, with the ability to liaise confidently and professionally with internal and external stakeholders.
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Proficient in Microsoft Office and confident in managing electronic systems, databases, and record keeping.
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High level of accuracy and attention to detail.
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Discretion and commitment to maintaining confidentiality at all times.
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Ability to work independently, using initiative while recognising when to seek guidance.
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A proactive, adaptable approach, with flexibility to respond to changing priorities.
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Commitment to teamwork and supporting the delivery of high-quality services for children, young people, and families.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
See uploaded Job description.
Duties and Responsibilities
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Provide high-quality administrative and secretarial support to the Operational Manager and senior leadership team, ensuring the smooth operation of service functions.
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Coordinate and service meetings, including preparing agendas, collating papers, taking accurate minutes, and following up on actions.
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Manage diaries, correspondence, and communications, ensuring timely responses and effective prioritisation.
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Maintain accurate records, databases, and systems for HR, finance, and service compliance purposes.
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Process invoices, orders, and expense claims in line with Trust policies.
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Support the preparation of reports, presentations, and statistical returns.
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Uphold confidentiality and data protection requirements at all times.
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Contribute to service efficiency and quality by identifying and implementing effective administrative processes.
Key Relationships
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Internal: Operational Manager, senior leadership team, therapists, assistants, administrative colleagues, finance and HR teams, other Oxleas NHS Trust departments.
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External: School business managers and leaders, local authority officers, partner NHS organisations, voluntary and independent sector agencies, suppliers, service users and their families.
Job description
Job responsibilities
See uploaded Job description.
Duties and Responsibilities
-
Provide high-quality administrative and secretarial support to the Operational Manager and senior leadership team, ensuring the smooth operation of service functions.
-
Coordinate and service meetings, including preparing agendas, collating papers, taking accurate minutes, and following up on actions.
-
Manage diaries, correspondence, and communications, ensuring timely responses and effective prioritisation.
-
Maintain accurate records, databases, and systems for HR, finance, and service compliance purposes.
-
Process invoices, orders, and expense claims in line with Trust policies.
-
Support the preparation of reports, presentations, and statistical returns.
-
Uphold confidentiality and data protection requirements at all times.
-
Contribute to service efficiency and quality by identifying and implementing effective administrative processes.
Key Relationships
-
Internal: Operational Manager, senior leadership team, therapists, assistants, administrative colleagues, finance and HR teams, other Oxleas NHS Trust departments.
-
External: School business managers and leaders, local authority officers, partner NHS organisations, voluntary and independent sector agencies, suppliers, service users and their families.
Person Specification
Qualifications and experience
Essential
- Proven experience in providing administrative and/or secretarial support at a senior level.
- Experience of managing diaries, organising meetings, and producing agendas and minutes.
- Experience of handling confidential information with discretion.
- Experience of working in a busy, multi-stakeholder environment
Skills & Knowledge
Essential
- Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and confident in using electronic databases and record-keeping systems.
- Strong organisational skills with the ability to prioritise tasks and meet deadlines.
- Understanding of the need for confidentiality and data protection.
- Familiarity with electronic rostering systems (e.g. HealthRoster).
Desirable
- Experience working within the NHS, education, or public sector environment.
- Experience in preparing statistical reports or supporting audit processes.
- Understanding of service delivery within children's therapy services or similar health and social care settings.
Personal qualities
Essential
- Flexible and adaptable approach to changing priorities.
Person Specification
Qualifications and experience
Essential
- Proven experience in providing administrative and/or secretarial support at a senior level.
- Experience of managing diaries, organising meetings, and producing agendas and minutes.
- Experience of handling confidential information with discretion.
- Experience of working in a busy, multi-stakeholder environment
Skills & Knowledge
Essential
- Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and confident in using electronic databases and record-keeping systems.
- Strong organisational skills with the ability to prioritise tasks and meet deadlines.
- Understanding of the need for confidentiality and data protection.
- Familiarity with electronic rostering systems (e.g. HealthRoster).
Desirable
- Experience working within the NHS, education, or public sector environment.
- Experience in preparing statistical reports or supporting audit processes.
- Understanding of service delivery within children's therapy services or similar health and social care settings.
Personal qualities
Essential
- Flexible and adaptable approach to changing priorities.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
