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Administrative Officer (Adoption Team) OCC7552

Job Details:

Salary Range: £18,870 - £20,541 per annum

Work Location: 4440 Nash Court, Oxford City, OX4 2RU

Hours per week: 37

Contract type: Permanent

Closing date: 28 January 2019

Interview date: 6 February 2019

Advert Text:

How would you like to provide high quality administrative support, whilst making a positive difference to the lives of many children and families in the Adopt Thames Valley region?

This post represents an exciting opportunity to provide essential administrative support to the Adoption Team.

The Adoption Team processes applications from prospective adoptive parents and works with them from their registration of interest, to their approval as adopters, through to the time they are matched with children.

You will be responsible for providing an excellent administrative service to a team of social workers, senior practitioners and team managers. You will be someone who thrives on working in a team, providing excellent customer service. You will need to be able to work at a fast pace, calmly and efficiently, under pressure and with sensitive and at times distressing information about the safety and wellbeing of children. Naturally, we expect you to have excellent administration skills and to be very well organised.

If you are looking for a challenging and rewarding career in the public sector, this is the ideal opportunity for you.

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While prior experience of working in a social care environment is not essential, you should be able to demonstrate experience of providing administrative support in a busy, customer-focused team. Full training will be provided, and you will have line management support from a Senior Administrative Officer.

Job Purpose:

Enable the directorate to deliver integrated, customer focused services by:

  • Working co-operatively, as part of a team to provide efficient and effective secretarial and administrative support to directorate teams who may not work from one office;
  • Proactively liaising with colleagues to provide constant and consistent services, streamline practices, provide cross-service cover and help prevent excessive workload peaks.
  • Develop knowledge, skills and expertise in at least one designated service area(s) which will be the main focus of your service delivery


This post holder is responsible for ensuring that all County Safeguarding and Child/ Vulnerable Adult Protection policies are adhered to and concerns are raised in accordance with these policies.

Role Responsibilities:

Office and team support

  1. Act as a first point of contact for the service, including general enquiries and reception; answer enquiries including some of a complex nature; redirect more complex enquiries appropriately
  2. Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary
  3. Produce a range of documents including letters/emails and presentations to a good standard by the required deadline
  4. Collect, process and input data into the County Council’s information management/ filing systems and databases (e.g. Framework-I, One, Swift, SAP) ensuring accuracy, confidentiality and security of data and compliance with statutory requirements.
  5. Co-ordinate diary management to ensure information is accurate and up to date at all times.
  6. Organise and minute meetings for individuals or groups ensuring that appointments are realistically planned with regard to timing and venue; venue, catering and resources are booked appropriately; and preparing materials to support the event
  7. Maintain record-keeping systems for recording and monitoring service processes and provide regular summary reports to Operational Staff and Managers to ensure that relevant updates and reviews take place in a timely fashion
  8. Develop and maintain up to date information about the service including on the intranet, internet, stationery and internal and external publications
  9. Undertake general clerical and administrative tasks to support the service as required (e.g. post processes, photocopying, scanning)


Financial support

  1. Process financial tasks within the team including e-procurement, receipting of goods
  2. Research and provide budgetary and statistical information using available systems
  3. Administer grants, payments and transactions (e.g. employee claim forms, travel warrants)


Teamwork: Be an effective team member by

  1. Supporting the recruitment, induction, supervision and learning of others as required
  2. Providing cover for colleagues during periods of annual leave and absence from the office
  3. Applying your knowledge and feedback from others to contribute to service improvement ‘
  4. Attending and participating in meetings as required to support the needs of the service including taking a lead role as ‘champion’ for a service process, system or development area
  5. Undertaking such other duties as may reasonably be required of you commensurate with your grade and as required to support the business including maintaining business continuity and during civil emergencies.


General accountabilities

  1. Comply with individual responsibilities for health and safety in the workplace including taking action to reduce the risk to self and others and contributing to the maintenance of a health and safe working environment
  2. Maintain a secure, accessible and fit for purpose work area
  3. Ensure that all duties and services are provided in accordance with the County Councils standards, policies and procedures


Role specific

  1. Understand the core business of the office/directorate and contribute to its development
  2. Develop the necessary skills and knowledge to be flexible in support of the development of the Directorate and the wider organisation


Selection Criteria - Essential:

Educational achievements, Qualifications, Training and Knowledge:

* English Language and Mathematics GCSE Grade C or above, or equivalent, or comparable ability



* A minimum of one year administrative experience

* Front line service (visitor/telephone) experience

* Experience and regular use of Microsoft Office applications and the Internet, including Word, * Excel, Outlook and PowerPoint, to at least an Intermediate level

* Experience of handling data and statistics

* Experience of inputting and retrieving data from ICT based record systems

* Proven ability to work effectively to deadlines

* Information research and collation using the internet/web based systems


Job related aptitude and skills:

* Ability to communicate effectively by telephone, in writing, by e-mail and in person

* Methodical and organised approach to tasks, with an eye for detail

* Ability to work calmly under pressure prioritising competing demands effectively

* Initiative, flexibility and ability to handle change

* Ability to attend work regularly and on time


Personal qualities:

* Commitment to providing good customer service with a drive for continuous improvement

* Ability to work alone, as well as working co-operatively as a team member

* Able to deal with work of a confidential nature

* Commitment to continuous personal development


Special Requirements:

* Satisfactory Standard DBS (Criminal Records Check)


Equal Opportunities:

* Commitment to, and understanding of, the principles of Equal Opportunities for all, in employment and the delivery of services



Selection Criteria - Desirable:

Educational achievements, Qualifications, Training and Knowledge:

* ECDL or equivalent training in relevant software packages



* Use of Microsoft Publisher and PowerPoint

* Experience of processing financial claims/transactions

* Experience of using consultative processes to improve procedures and services


Job related aptitude and skills:

* Ability to produce accurate summaries of meetings, events and conversations


Personal qualities:

* Interest in services provided by or for Oxfordshire County Council and willingness to learn about new initiatives

Vetting Requirements:

This role is subject to a Criminal Records Check.

Under safer recruitment practices, references will be sought prior to interview.

Contact details for an informal discussion:

Amy Keylock, Senior Administrative Officer on 07392 318916.


Our Organisation is committed to safeguarding and promoting the welfare of children, young people and adults. We expect all employees, workers and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment.

As a Disability Confident employer we guarantee an interview for disabled applicants who meet the essential criteria for the job. We also guarantee interviews to care leavers who have completed further education and who meet the essential criteria for the job. For those leaving care without any further education we guarantee an interview for our apprenticeships. 

All posts, unless stated otherwise, are open to part time working and job share arrangements.

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