Administrator – Oxford

Opcare Limited; Oxford; On-site; GBP 19,000 - 23,000; Full time

Benefits offered by this job

Competitive salary

35–41 days holiday

Refer a Friend incentive

Enhanced Family Leave/Pay

Cycle to Work Scheme

Job summary

AM Healthcare Group is seeking a friendly Reception & Stock Administrator for their Oxford site at Nuffield Orthopaedic Centre. The role involves greeting patients, scheduling appointments, processing orders, and maintaining stock using in-house systems.

Key responsibilities include managing the reception, answering calls and emails, and ensuring data security and quality compliance. The role requires excellent organisation, communication, and teamwork within a healthcare setting.

Qualifications

• Excellent organisational and prioritisation skills with the ability to multitask and meet deadlines.
• Strong written and verbal communication including a professional telephone manner.
• High attention to detail and accuracy in all tasks.
• Proficient in Microsoft Office applications (Excel, Word, Outlook) and IT systems.
• Able to use initiative while being a collaborative team player.
• Data security awareness and ability to handle confidential information.

Responsibilities

• Manage reception area: keep it clean, presentable and secure.
• Greet patients and visitors in a friendly manner.
• Book in patients and schedule further appointments as needed.
• Handle calls and emails professionally.
• Process orders and manage stock using in-house systems.
• Maintain accurate stock levels and manage supplier liaising.
• Arrange interpreters, transport and travel expense forms when needed.
• Ensure ISO and internal quality system compliance.

Skills

Organisational skills

Communication skills

Attention to detail

MS Office

Team player

Data security

Stock handling

Physical capability

Education

Healthcare environment experience

Tools

Microsoft 365

Job description

We have an exciting opportunity for a friendly and enthusiastic Reception & Stock Administrator to join our team in Oxford.

This role is based at the Nuffield Orthopaedic Centre and involves regular interaction with both patients and members of the multidisciplinary clinical team. Key responsibilities include scheduling patient appointments, responding to queries, and providing a high standard of administrative support. The role also includes processing orders, maintaining accurate stock management through established systems, and liaising with suppliers to ensure the timely availability of products required for patient appointments.a

Key Responsibilities:

• Manage the reception area, ensuring it is clean, presentable, and secure.
• Act as the positive first point of contact for Opcare, greeting and welcoming all patients and visitors in a helpful and friendly manner.
• Book in patients promptly and schedule further appointments as needed.
• Make, change, and monitor appointments in line with priority and KPIs; elevate capacity or breach risks to the appropriate Manager.
• Receive and make telephone calls to patients and healthcare professionals.
• Respond to emails professionally via multiple mailboxes.
• Use initiative and logic to answer minor patient enquiries.
• Handle patient and confidential information in line with Data Security policies.
• Identify and elevate issues, propose solutions, and support efficient departmental operations, working collaboratively with the wider team to seek resolution.
• Ensure compliance with ISO and internal quality systems.
• Process prosthetic referrals via email or e-referral on internal/NHS systems.
• Accurately add new patient details to internal/NHS systems.
• Perform additional administrative tasks as required (e.g., scanning notes, writing letters, sending information).
• Book interpreters, patient transport and complete travel expense forms for patients when appropriate.
• Process orders and book goods in/out.
• Accurately maintain stock levels
• Process returns to suppliers
• Book and manage shipping (TNT, Royal Mail, UPS)

Skills and Experience:

• Excellent organisational and prioritisation skills, with the ability to multitask and work to tight deadlines.
• Strong written and verbal communication skills, including a professional telephone manner and effective people skills.
• High attention to detail and accuracy in all tasks.
• Proficient in Microsoft Office applications, including Excel, Word, and Outlook; computer literate across general systems and willing to learn new in-house systems.
• Able to use own initiative while also being a collaborative and supportive team player.
• Positive, proactive, and helpful attitude at all times.
• Comfortable handling confidential information and adhering to data security protocols.
• Physically capable of utilising equipment to move boxes and manage stock-related tasks.

Qualifications:

• Proven track record in administration or stores administration
• Microsoft 365
• Order processing and data entry using IT systems
• Experience in a healthcare environment/service.

What we Offer:

• Competitive market salary
• Incremental holiday allowance stating at 35 days, increasing to 41 days with length of service (inclusive of bank holidays)
• Refer a Friend incentive scheme
• Enhanced Family Leave/Pay
• Cycle to Work Scheme

Why Join Us?

At AM Healthcare Group, we are dedicated to enhancing the lives of individuals who rely on mobility and accessibility solutions. As an international group of companies, we provide innovative products and services that make a real difference in people’s daily lives.

We are proud to be an equal opportunities employer with a firm commitment to diversity and inclusion across all areas of our organisation. As a Disability Confident Employer, we actively welcome applications from individuals of all abilities. If you require any support or adjustments during the recruitment process, please do not hesitate to get in touch.

We are also a proud signatory of the Armed Forces Covenant, and we encourage applications from veterans, reservists, and members of the wider armed forces community.

Please note that applicants must have the right to work in the UK at the time of application. Unfortunately, we are unable to provide visa sponsorship for this role.

21 Nuffield Way, Abingdon, Oxfordshire, OX14 1RL, United Kingdom