Job summary
We are excited to invite applications for a full time administrator to join our friendly team.
The postholder will be provide administrative support to the Children and Young People's Operational Delivery Networks. This postholder will support a range of administrative functions. The ideal candidate will have excellent communication, organisation and time management skills and will demonstrate a flexible approach to work. Previous experience in general administration is essential, and a background working in a similar environment would be advantageous.
Please note that this post could be closed early if we receive a high number of applications.
Main duties of the job
- - To provide full administrative support to the Network, acting as front of house service to the clinical network team.
- - Maintain the generic email accounts, action/file/delegate emails to the relevant colleagues.
- - To be an effective communicator demonstrating routinely good use of written, verbal or email communications. Communicate complex information that may require tact and diplomacy. Communicate complex and sensitive information.
- - To maintain and update Network Futures Page and Sharepoint, acting as a central resource for uploading information/enquiries and alerting the wider Network to change and information, informing appropriate members of the Network management team appropriately of received queries and comments.
- - To support ODN seasonal planning activities and provide administrative support for new projects
- - To be familiar with other administrative roles within the network
- - To provide cross cover for other ODNs when required
- - To review effectiveness, suggest and make recommendations for improving existing administrative procedures
- - Take minutes or action notes at network meetings
- - Use data systems to run reports
About us
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.
We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
Job description
Job responsibilities
Personal Assistant Support:
- - Provide administrative support to all members of the team, ensuring that there are effective administrative systems and procedures in operation
- - Manage diaries of network managers, arrange meetings and liaise with external organisations at all levels
- - Support meetings as requested and ensure follow up action is completed. To include producing notes for meetings, preparing agendas, ensuring that a system of paperwork or electronic document management system is maintained to ensure correspondence/information is available promptly
- - Produce high quality documentation to support the work of the team using the appropriate software and adopting the ODNs corporate standards and style
Office Management:
- - Manage a central events calendar and hold ODN contact details
- - To maintain and and further develop up to date circulation lists and distribute appropriate information via this communication route
- - To monitor generic email accounts and distribute accordingly.
- - To type general correspondence and reports as necessary.
- - To monitor the return of relevant documents by way of bringing forward system and chasing those outstanding when necessary
- - To archive electronic documents in line with Trust guidance
- - To be responsible for the ordering, tracking and logging of equipment for new starters, and returning of equipment for leavers.
- - Place orders on the Trusts procurement system.
- - Booking train tickets and hotels for team members
Conference organisation:
- Support the ODN team with event organisation, to include:
o Delivering communications
o Support marketing of events
o Manage attendees
o Liaise with venue and speakers
o Design supporting materials
o Attend events to assist with running of the day
Organisational Fit and Culture
- Have a flexible approach to supporting teams across all six networks
- Build effective and supportive relationships with key stakeholders
- Liaise with counterparts in other networks to provide peer support and learning.
Job description
Job responsibilities
Personal Assistant Support:
- - Provide administrative support to all members of the team, ensuring that there are effective administrative systems and procedures in operation
- - Manage diaries of network managers, arrange meetings and liaise with external organisations at all levels
- - Support meetings as requested and ensure follow up action is completed. To include producing notes for meetings, preparing agendas, ensuring that a system of paperwork or electronic document management system is maintained to ensure correspondence/information is available promptly
- - Produce high quality documentation to support the work of the team using the appropriate software and adopting the ODNs corporate standards and style
Office Management:
- - Manage a central events calendar and hold ODN contact details
- - To maintain and and further develop up to date circulation lists and distribute appropriate information via this communication route
- - To monitor generic email accounts and distribute accordingly.
- - To type general correspondence and reports as necessary.
- - To monitor the return of relevant documents by way of bringing forward system and chasing those outstanding when necessary
- - To archive electronic documents in line with Trust guidance
- - To be responsible for the ordering, tracking and logging of equipment for new starters, and returning of equipment for leavers.
- - Place orders on the Trusts procurement system.
- - Booking train tickets and hotels for team members
Conference organisation:
- Support the ODN team with event organisation, to include:
o Delivering communications
o Support marketing of events
o Manage attendees
o Liaise with venue and speakers
o Design supporting materials
o Attend events to assist with running of the day
Organisational Fit and Culture
- Have a flexible approach to supporting teams across all six networks
- Build effective and supportive relationships with key stakeholders
- Liaise with counterparts in other networks to provide peer support and learning.
Person Specification
Qualifications
Essential
- GCSE Maths and English
- Microsoft office
- Knowledge of admin processes
Desirable
Experience
Essential
- Organising meetings
- Working in a complex organisations
- Experience of reviewing and developing administrative processes
Desirable
- Experience of organising events
Person Specification
Qualifications
Essential
- GCSE Maths and English
- Microsoft office
- Knowledge of admin processes
Desirable
Experience
Essential
- Organising meetings
- Working in a complex organisations
- Experience of reviewing and developing administrative processes
Desirable
- Experience of organising events
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).
