Job Description

You will need to have proven administrative experience with a good eye for detail, excellent communication, administrative and organizational / prioritization skills, knowledge of Microsoft Office, Word, Excel, managing Outlook diaries, digital dictation (BigHand), minute taking and be able to liaise with employees at all levels. They will also have the skills to handle all contacts confidently with compassion, patience and professionalism.
The role will suit someone who enjoys being busy, where they would be able to work as a part of a team, as well as using their own initiative. This is an important role which helps run an efficient service but is also a rewarding one.
We will offer the successful candidate a supportive team, with regular supervision meetings, opportunities for continued professional development and a friendly and sometimes challenging working environment.

• Arranging meetings and appointments and ensure dairies are efficiently maintained, this will include liaising with internal and external departments/organizations; arranging room booking and ordering any catering required including for team away days.
• Organizing and attending meetings, preparing agendas, ensuring that all appropriate arrangements have been made and that relevant papers are available for meetings. Minute meetings where necessary and ensure distribution in a timely way.
• To deal with enquiries and telephone calls from patients, careers, relatives, staff and other agencies, including the police, effectively and with sensitivity.
• Opening, sorting and distributing internal and external mail where appropriate
• Taking appropriate action with regards to the communication made and received by telephone, letter and e-mail. Using audio and copy typing skills, to draft and produce correspondence and reports, quickly and accurately in the absence of other administrative staff.
• Maintaining a secure, effective and efficient filing system and database, including managing membership of clinical Teams on MS Teams appropriately.
• Use CareNotes to enter patient information promptly and accurately. Gather patient related information for audit and reporting purposes for professional leads.
• Able to use Microsoft Office applications including Word, Excel, Outlook and MS Teams to ensure efficient working of the office.
• To work with and support other administrators to maintain a comprehensive and equitable administrative service. To provide cover for other administrators in times of absence ensuring that all essential/urgent work is undertaken as appropriate
• Raise purchase orders
• Order stationery and other equipment for staff as necessary.
• Communication
• Dealing with appropriate enquiries from all levels of staff, either face to face, by telephone/email or by letter ensuring all matters are kept confidential.

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
• New starters have a 6 month probationary period. This, together with the induction process aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale

Required Knowledge, Skills, and Abilities

• Experience of working within an administrative role
• Good communication skills
• Good written and verbal skills
• Experience of servicing meetings including minute taking.
• Word processing experience with audio and copy typing
• The ability to work under pressure
• Ability to priorities own workload
• A commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
• Knowledge of Microsoft Office packages including Microsoft Teams