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Administrative Officer (Children with Special Educational Needs Service) OCC7605

Job Details:

Salary Range: £19945.00 - £22021.00, per annum, pro rata (actual salary £16,171 - £17,854 per annum)

Work Location: Knights Court

Hours per week: 30

Contract type: Permanent

Closing date: 26/06/2019

Interview date: Week beginning 01/07/2019


Would you like a career in Business Administration and be part of the exciting changes happening in the Local Authority or are you looking to come back into the workplace after a break away?


If the answer is yes, then this is a fantastic opportunity to establish a career within Business Administration


We have a vacancy in our fast-paced team supporting our Children with Special Educational Needs Service located at Knights Court, Cowley, Oxford. This is a permanent administrative role so if you are looking at working between 22-30 hours per week then please apply.


These jobs are crucial in supporting our SEN Service to deliver statutory responsibilities in relation to the identification and assessment of, and provision for, children in your community with special educational needs.

We are looking for people that are organised, have good ICT skills and can build excellent working relationships with parents, schools and professionals and will strive to provide efficient and first class customer service.


Some of the work that you will be undertaking will be:

  • Phone calls from parents schools and professionals,
  • Processing referrals for Special Needs Support Services, Educational Psychology and Early Years Special Educational Needs
  • Uploading information in our database
  • E-procurement
  • Supporting our SENSS Inclusion Teachers, SEN Officers, Educational Psychologists and Early Years SEN Inclusion Teachers


We have a dedicated training and induction plan where we will develop your knowledge, skills and expertise in all administrative areas


If you are an energetic and enthusiastic individual with a passion to pursue a career in business, then please apply online.


Please ring Darian Jeffs to further discuss on 07736 491333



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

10. Process financial tasks within the team including e-procurement, receipting of goods 

11. Research and provide budgetary and statistical information using available systems

12. Administer grants, payments and transactions (e.g. employee claim forms, travel warrants)


Teamwork: Be an effective team member by

13. Supporting the recruitment, induction, supervision and learning of others as required

14. Providing cover for colleagues during periods of annual leave and absence from the office

15. Applying your knowledge and feedback from others to contribute to service improvement ‘ 

16. 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

17. 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

18. 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

19. Maintain a secure, accessible and fit for purpose work area

20. Ensure that all duties and services are provided in accordance with the County Councils standards, policies and procedures


Role specific

21. Understand the core business of the office/directorate and contribute to its development

22. 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 enhanced Criminal Records Bureau disclosure (where required) 


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 Record Check.

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



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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