Administrative Operations Supervisor

3 weeks ago

Oxford, Oxfordshire, United Kingdom Oxford Health NHS Trust Full time

Position Overview

We are seeking an Administrative Operations Supervisor to lead our administrative team at Oxford Health NHS Trust. This role involves overseeing a dedicated group of three staff members.

Oxford Health NHS Trust is a recognized provider of integrated healthcare services, catering to individuals facing various health challenges. Our multidisciplinary team delivers comprehensive care to a diverse population, ensuring that our services are accessible and effective.

As part of your responsibilities, you will participate in daily team discussions and contribute to a structured schedule of weekly meetings, which encompass governance, audits, significant events, team collaboration, clinical oversight, and complex case evaluations. Our practice utilizes advanced systems for clinical documentation and communication.

Key Responsibilities

Your primary duty will be to ensure that the administrative support provided to our multidisciplinary team is efficient and effective. You will have the opportunity to propose enhancements to current administrative processes. Specific tasks include:

  • Organizing and coordinating meetings, including preparing agendas and documenting minutes.
  • Maintaining a systematic approach to paperwork to ensure all necessary information is readily available for meetings.
  • Overseeing the central scheduling and room reservation system.
  • Managing and mentoring the reception and administrative team to ensure optimal staffing levels.
  • Conducting performance evaluations and facilitating professional development opportunities for both existing and new staff members.

About Oxford Health NHS Trust

Oxford Health NHS Trust is committed to delivering high-quality physical, mental health, and social care services across a wide geographical area. Our mission is to provide care that is as close to home as possible, ensuring that every individual receives:

"Exceptional care delivered by an exceptional team"

Our core values include:

"Compassionate, Safe, and Excellent"

We offer a comprehensive range of benefits to support your career and well-being, including:

  • Opportunities for career advancement.
  • Access to tailored learning and development programs.
  • Generous annual leave, increasing with service.
  • Discounts across various retailers and services.
  • Competitive pension options.
  • Employee assistance programs.
  • Support for mental health and well-being.
  • Networking and support groups focused on equality and diversity.

Job Responsibilities

For a detailed overview of the role's responsibilities, please refer to the attached job description and person specification.

Qualifications

Essential

  • Higher education qualification or equivalent experience in an administrative capacity.

Knowledge Requirements

Essential

  • Strong verbal and written communication skills.
  • Proficient in IT applications.
  • Ability to prioritize tasks effectively and demonstrate problem-solving skills.
  • Capability to manage a demanding work environment.
  • Attention to detail while meeting deadlines.

Experience

Essential

  • Demonstrated experience in an office setting with staff management responsibilities.
  • Ability to communicate confidently with professionals at all levels.
  • Proven ability to manage and prioritize workload.

Desirable

  • Experience in a healthcare or GP practice environment.
  • Familiarity with clinical systems.
  • Experience working with patients facing mental health challenges.

Personal Qualities

Essential

  • Ability to work effectively under pressure while maintaining attention to detail.
  • Patient-centered and professional approach.
  • Capacity to maintain confidentiality and professional boundaries.
  • Initiative and eagerness to learn.
  • Ability to build rapport with diverse individuals.

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