Administrator - Oxford

Welbeck; Oxford; On-site; GBP 24,000 - 30,000; Full time

Job summary

Welbeck Oxford is launching a private healthcare centre and is seeking a proactive Administrator to support the smooth running of the site. You will work across multiple functions, delivering accurate administrative support to colleagues, consultants and patients, and help establish efficient processes for the new facility.

You will coordinate referrals, appointments and pathways, maintain records, and prepare essential reports while staunchly protecting confidentiality and data security.

Qualifications

• Experience in an administrative role, preferably in healthcare or fast-paced environments.
• Highly organized with the ability to prioritise tasks while maintaining accuracy.
• Excellent written and verbal communication skills.

Responsibilities

• Provide comprehensive administrative support across the centre.
• Manage incoming correspondence, enquiries and documentation in a timely and professional manner.
• Maintain electronic and paper-based records.
• Support patient administration processes, including referrals, appointments and pathway coordination.
• Prepare reports, letters, presentations and other documentation as required.
• Ensure information is handled securely and in line with GDPR requirements.
• Coordinate meetings, diaries and departmental activities where required.
• Support finance, HR and operational administration processes.
• Liaise with consultants, patients and colleagues to facilitate effective communication.
• Assist with onboarding and induction administration for new colleagues.
• Monitor and maintain administrative systems and databases.
• Ensure compliance with organisational policies, procedures and quality standards.
• Contribute to service improvement initiatives and administrative best practice.
• Provide flexible support across the wider business as required

Skills

Organised, proactive work style

Time-management

Written and verbal communication

Microsoft Office (Outlook, Word, Excel

Handling confidential information

Database experience

Customer-service mindset

Team collaboration

Adaptability

Service orientation

Education

Level 3 qualification

Tools

Microsoft Office suite (Outlook/Word/Excel)

Job description

About Welbeck Oxford

Welbeck is bringing a brand-new, state-of-the-art private healthcare centre to Oxford, marking an exciting phase of growth for the organisation. The facility will offer a wide range of specialist services delivered by leading clinicians, supported by cutting edge technology and a strong focus on patient-centred, same day care. With a variety of new roles being created across clinical and operational teams, Welbeck Oxford presents an opportunity to join an innovative, forward-thinking environment that is set to redefine private healthcare provision in the area.

About the role

As Administrator, you will play a key role in supporting the smooth and efficient operation of Welbeck Oxford. Working across multiple functions, you will provide high-quality administrative support to colleagues, consultants and patients, ensuring processes are organised, accurate and delivered to the highest standard.

Reporting to the Business Manager, you will be responsible for coordinating a wide range of administrative activities, including maintaining records, managing correspondence, supporting patient pathways and assisting with operational processes. You will work closely with clinical and non‑clinical teams to ensure an efficient service and contribute to delivering an exceptional experience for patients and consultants alike.

This is a new role within a new facility and offers the opportunity to help establish effective administrative processes and make a meaningful contribution to the successful launch and growth of the centre. It is ideally suited to an organised and proactive administrator who enjoys working in a fast‑paced environment and takes pride in providing excellent support.

Overview of key responsibilities:

• Provide comprehensive administrative support across the centre

• Manage incoming correspondence, enquiries and documentation in a timely and professional manner

• Maintain accurate electronic and paper‑based records

• Support patient administration processes, including referrals, appointments and pathway coordination

• Prepare reports, letters, presentations and other documentation as required

• Ensure information is handled securely and in line with GDPR requirements

• Coordinate meetings, diaries and departmental activities where required

• Support finance, HR and operational administration processes

• Liaise with consultants, patients and colleagues to facilitate effective communication

• Assist with onboarding and induction administration for new colleagues

• Monitor and maintain administrative systems and databases

• Ensure compliance with organisational policies, procedures and quality standards

• Contribute to service improvement initiatives and administrative best practice

• Provide flexible support across the wider business as required

About you

Ideally you will already have experience working within an administrative role, ideally within healthcare, professional services or another fast‑paced customer‑focused environment. You will understand the importance of accuracy, confidentiality and delivering a consistently high standard of support.

You are highly organised, proactive and able to manage competing priorities while maintaining exceptional attention to detail. You enjoy working collaboratively with others and are confident building positive relationships with colleagues, patients and external stakeholders.

Your communication skills enable you to provide efficient and professional support, while your problem‑solving ability helps ensure that tasks are completed effectively and on time. You take pride in being dependable, adaptable and committed to delivering excellent service.

You will also bring:

• A Level 3 qualification (or equivalent) and evidence of continuing professional development

• Previous experience in an administrative or coordination role

• Excellent organisational and time‑management skills

• Strong written and verbal communication skills

• High levels of accuracy and attention to detail

• Proficiency in Microsoft Office, including Outlook, Word and Excel

• Experience using databases and administrative systems

• The ability to manage confidential information with discretion

• A proactive, flexible and positive approach to work

• A commitment to delivering exceptional service and support

Recruitment Process

For this role, there will potentially be three stages;

Stage 1 – Shortlisting

Stage 2 – Screening Call

Stage 3 – Interview Assessment (Face to Face)

Disclosure and Barring Service (DBS)

Welbeck is committed to safeguarding and promoting the welfare of patients and expects all staff to share this commitment. All roles are subject to pre‑employment checks in line with regulatory requirements, including an appropriate level of Disclosure and Barring Service (DBS) check.

Using AI

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Equality, Diversity & Inclusion

At Welbeck, we believe exceptional care starts with inclusive teams. We are committed to creating a workplace where difference is valued and excellence is expected; where people feel respected, and everyone is supported to do their very best. We welcome applications from all backgrounds and experiences and appoint on merit, recognising that diverse perspectives strengthen clinical quality, leadership, operational delivery and patient care.