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Administrative Officer (Safeguarding & Reviewing Team) OCC7647

Job Details:

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

Work Location: Knights Court, Cowley, Oxford

Hours per week: 37

Contract type: Permanent

Closing date: 17 February 2019

Interview date: 25 February 2019


Children’s Social Care - Safeguarding & Reviewing Team

Would you like to be part of an innovative and forward thinking Local Authority organisation, which is passionate about serving the community? Are you interested in developing a Business Administration career, where you can make a real difference to children, young people and families?

The role is based in a fast-paced team, you will have a passion to pursue a career in business and will strive to provide efficient and first-class customer service providing support to social workers and managers.

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.

Your role will be crucial in supporting teams to work effectively to deliver outstanding services to local children and families in your community.

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

We will develop your knowledge, skills and expertise in a number of ways, which will become the main focus of your role.

  • You will be based in a rewarding and challenging environment.
  • Every day is different.
  • Booking appointments
  • Minuting meetings
  • Uploading information in our database
  • Creating financial transactions and
  • Supporting our social workers
  • Completing business processes
  • Competitive rates of pay
  • 24 – 32 days annual leave each year
  • Tailored induction
  • Good career opportunities
  • Excellent pension scheme, with employer contributions of up to 20 per cent of salary
  • Staff Discount Scheme
  • Discounts on rail travel

Important information for applicants:

Due to this post having access to children and/or vulnerable adults, candidates will be required to undertake a Disclosure and Barring Service check. The possession of a criminal record will not necessarily prevent an applicant from obtaining this post, as all cases are judged individually according to the nature of the role and information provided.

This is a trainee role designed for an individual who has little or no previous work experience in a similar role. The Council is tackling under-representation of young people in our workforce under Section 159 of the Equality Act 2010. This vacancy is only open to individuals aged between 16 and 24 years old. Please note that funding is not available for individuals who already have a graduate level qualification.


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

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

Contact details for an informal discussion:

Contact Sharon Walker for an informal discussion on 07554 103436


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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