About this role
Job summary
We are looking for an Administrative Assistant to join our Outpatients department team.
You should be organised, enthusiastic and proactive, with good communication skills and the ability to manage a varied workload. We are looking for someone who is a self-starter, works well as part of a team and is willing to contribute ideas and suggestions to help support and develop the service.
The role will require flexibility to work across our Community Outpatient sites in Oxfordshire according to service needs.
Applicants must have a full valid driving licence and have access to a vehicle for work. Adjustments can be considered in line with the Equality Act 2010 where required.
Please note that this role will require us to undertake a DBS check as a part of your onboarding.
Give yourself the best chance of success by reviewing our Applicant Guide before applying. Your supporting statement should clearly demonstrate how you meet the essential criteria for the role.
Main duties of the job
- To assist the team in all administrative duties relating to the day-to-day running of the Outpatients service
- Be a main point of contact for enquiries, managing the central OPD inbox, communicating with service providers, colleagues & users of the service in a professional and organised manner.
- Manage clinic room booking enquiries, including long-term & ad hoc requests, alongside multiple workstreams such as cancellations, allocation spreadsheets, clinic requests, waiting lists & service feedback.
- Provide administrative & secretarial support to the Operational Support Manager & wider OPD team, including correspondence, meeting minutes, diaries, maintaining records & spreadsheets, the creation & updating of SOPs & processes.
- Support the financial administration of the department, including e-procurement, monitoring revenue spend, room charges, invoicing, purchase orders & contract agreements with service providers.
- Provide reception cover across Outpatient sites when required and support other operational responsibilities including equipment records, electronic patient record systems, fire and emergency light checks and quality improvement activity.
- Organise and prioritise own workload, working independently within appropriate guidelines while supporting the wider team and responding flexibly to the needs of the Outpatient service.
Please refer to the Job Description for further details and a more comprehensive, but not exhaustive, list of duties and responsibilities.
About us
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the "candidate guide to making an application" and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast Somerset. Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible.
Our vision is that no matter who you are or where you are, you will tell us that you receive:"Outstanding care delivered by an outstanding team"
Our values are: "Caring, safe and excellent"
We offer a wide range of benefits designed to support your career and wellbeing. These include:
- Excellent opportunities for career progression
- Access to tailored individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff accommodation (please note waiting lists apply)
- Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description
Job responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the supporting statement element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.
The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.
Person Specification
Qualifications
Essential
- NVQ Level 2 qualification and/or previous experience in an administrative office role
- Good general level of education
Desirable
- Higher Education qualification (i.e. A-Level/NVQ Level 3 standard) or equivalent/previous experience in an Administration Assistant role.
Knowledge
Essential
- Understanding of the need for confidentiality
Desirable
- Working knowledge of the internet
Experience
Essential
- Proven experience of working in an office environment
- Experience of using Office computer programs, including Excel, Word and Outlook
- Experience of working in a team
Job Related Aptitude and Skills
Essential
- Able to prioritise own workload
- Always ensuring attention to detail
- Ability to work effectively under pressure/with distractions
- Ability to work within boundaries of the role
- Ability to communicate with all professionals and levels in a confident, professional and effective manner
- Excellent telephone manner
Desirable
- Ability to produce good quality correspondence and reports
- Ability to minute meetings
- Organisational skills/managing diary systems and tracking 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.
Certificate of Sponsorship
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).
Employer details
Employer name
Oxford Health NHS Trust
Address
Community Outpatient Departments – Multiple Sites
Oxfordshire
OX12 7AS
United Kingdom
Employer's website
https://www.oxfordhealth.nhs.uk (Opens in a new tab)