Administrative Assistant

Oxford Health NHS Foundation Trust; England; On-site; GBP 21,000 - 26,000; Full time

Job summary

Oxford Health NHS Foundation Trust is seeking an Administrative Assistant for the Outpatients department. The role requires organisation, enthusiasm, and a proactive approach with strong communication skills to manage a varied workload.

You may work across Community Outpatient sites in Oxfordshire and must have a full driving licence with access to a vehicle. DBS check is part of onboarding.

Qualifications

• Organised and proactive approach to admin tasks.
• Good communication skills with multiple stakeholders.
• Ability to manage a varied workload and prioritise.
• Willingness to contribute ideas to improve service.
• Reliability and ability to work as part of a team.

Responsibilities

• Assist the team with administrative duties for the Outpatients service.
• Be main contact for enquiries; manage central OPD inbox and liaise with service providers.
• Handle clinic room booking enquiries and related admin across multiple workstreams.
• Provide admin and secretarial support to the Operational Support Manager and OPD team.
• Support financial administration including invoicing, purchase orders and contracts.

Skills

Organised

Communication skills

Proactive

Team player

Self-starter

Job description

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.

• 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.

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

For further details / informal visits contact: Name: Steph Brown Job title: Operational Support Manager - OPD Email address: [e-mail] Telephone number: 07881258469

At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.

Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please do get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.