Administrative Assistant
Oxfordshire
Full Time
£25,760 - £27,476 per annum
Expires: 19/11/2026
Band 3
Permanent
About the Role
Job overview
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.
Main duties of the job
- 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.
Working for our organisation
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
Detailed job description and main responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the “supporting statement” element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.
The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.
Person specification
Qualifications
Essential criteria
- NVQ Level 2 qualification and/or previous experience in an administrative office role
- Good general level of education
Desirable criteria
- Higher Education qualification (i.e. A-Level/NVQ Level 3 standard) or equivalent/previous experience in an Administration Assistant role.
Knowledge
Essential criteria
- Understanding of the need for confidentiality
Desirable criteria
- Working knowledge of the internet
Experience
Essential criteria
- Proven experience of working in an office environment
- Experience of using Office computer programs, including Excel, Word and Outlook
- Experience of working in a team
Job Related Aptitude and Skills
Essential criteria
- Able to prioritise own workload
- Always ensuring attention to detail
- Ability to work effectively under pressure/with distractions
- Ability to work within boundaries of the role
- Ability to communicate with all professionals and levels in a confident, professional and effective manner
- Excellent telephone manner
Desirable criteria
- Ability to produce good quality correspondence and reports
- Ability to minute meetings
- Organisational skills/managing diary systems and tracking information
Documents to Download
Administrative Assistant (OPD) (PDF, 176.4KB)
Guidance Notes for Candidates Applying for a job at OHFT (PDF, 424.6KB)
Recruiter Contact Details
Name: Steph Brown
Title: Operational Support Manager - OPD
Email: [email protected]
Telephone: 07881258469