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Administrative Coordinator
3 months ago
Job Overview
Are you seeking a fulfilling and dynamic position within a collaborative and efficient team environment?
The ideal candidate will possess strong organizational skills and a proactive attitude, thriving on completing tasks efficiently. Exceptional interpersonal skills are essential as this role involves interaction with patients, family members, healthcare professionals, and various internal stakeholders.
This position demands a high degree of organization and communication proficiency, along with the capability to manage multiple tasks and adhere to deadlines.
If you believe you embody these qualities, we welcome your application. Job share arrangements will be considered.
Key Responsibilities
To deliver a comprehensive, high-quality, and confidential administrative and secretarial support to the team.
To assist the ADHD, ASD, and Psychological Therapies Teams with administrative tasks.
About Our Organization
Oxford Health NHS Foundation Trust is dedicated to providing integrated physical, mental health, and social care services for individuals of all ages across various regions.
Our services are offered at community locations, hospitals, clinics, and within the homes of those we serve, ensuring care is as accessible as possible.
Our vision is that everyone, regardless of their background, experiences: "Exceptional care delivered by an exceptional team"
Our core values are: "Compassionate, Safe, and Excellent"
At Oxford Health, we provide a variety of benefits aimed at enhancing your career and overall well-being, including:
Opportunities for career advancement Access to tailored learning and development programs 27 days of annual leave, plus bank holidays, increasing to 33 days with continuous service NHS discounts across numerous retailers Competitive pension scheme Lease car program Cycle to work initiative Employee Assistance Program Mental Health First Aid support Staff accommodation (subject to availability) Networking and support groups facilitated by our Equality, Diversity & Inclusion teamJob Duties
To manage and coordinate new referrals and re-referrals to the team, prioritizing those that require immediate attention.
To establish and oversee appointment scheduling systems.
To maintain an accurate database and oversee the input of client activity to illustrate service functionality, including report generation.
To prepare agendas and take minutes during weekly team meetings, ensuring timely distribution of documents before and after each meeting.
To process orders, invoices, and internal charges on the eProcurement system as required.
To participate in mandatory training and other relevant educational opportunities to enhance personal knowledge, ensuring that training records are kept current.
To engage in monthly line management meetings and annual performance reviews with the Admin & Performance Manager.
To report maintenance concerns to the Estates Department, keeping the Admin & Performance Manager informed of necessary actions.
To communicate IT issues to the IT Department and maintain close contact to ensure timely resolution.
To ensure compliance with Health & Safety at Work Policies and Trust policies.
To undertake any additional relevant tasks as directed by the Admin & Performance Manager and/or Team Manager.
Candidate Profile
Knowledge
Essential
Proficient in Microsoft Office applications, particularly Excel, Word, and OutlookDesirable
Familiarity with RIO or similar patient management systemsQualifications
Essential
GCSE English and Maths (minimum Grade C or equivalent) Understanding of GDPR and its implications for this roleExperience
Essential
Administrative or secretarial experience within a healthcare setting Experience handling confidential informationPersonal Attributes
Essential
Strong communication and organizational abilities Capacity to prioritize tasks and demonstrate initiative Ability to perform effectively in a fast-paced environment