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Administrative Officer (Support) - Family Solutions OCC7718

Job Details:

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

Work Location: Witney Children & Family Centre, Witney

Hours per week: 37

Contract type: Permanent

Closing date: Sunday 27th January 2019

Interview date: To be confirmed

Advert Text:

Would you like a career in business administration and to 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.


The role available is based in a fast-paced team supporting our Family Solutions Service in the Witney Children and Family Centre.


This job is crucial in supporting the Family Solutions Team to work effectively to improve the lives of children and their families. Some of the duties you will undertake include taking calls from professionals and families, using a database to input and extract information, and ensuring that users of the Family Solutions Service receive excellent customer service.


We are looking for someone that is organised, has good ICT skills, is able to multi-task, enjoys a varied and fast paced environment, and will strive to provide efficient and first-class customer service.


We have a 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 administration, then please apply online.

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

  • 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
  • Process and respond promptly to incoming communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary
  • Produce a range of documents including letters/emails and presentations to a good standard by the required deadline
  • 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
  • Co-ordinate diary management to ensure information is accurate and up to date at all times
  • 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
  • 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
  • Develop and maintain up to date information about the service including on the intranet, internet, stationery and internal and external publications
  • Undertake general clerical and administrative tasks to support the service as required (e.g. post processes, photocopying, scanning)


Financial support

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


Teamwork: Be an effective team member by

  • Supporting the recruitment, induction, supervision and learning of others as required
  • Providing cover for colleagues during periods of annual leave and absence from the office
  • Applying your knowledge and feedback from others to contribute to service improvement
  • 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
  • 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

  • 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
  • Maintain a secure, accessible and fit for purpose work area
  • Ensure that all duties and services are provided in accordance with the County Councils standards, policies and procedures


Role specific

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


The nature of this post will require flexibility to meet urgent work needs as they arise. This may entail some work outside normal office hours. The job description therefore is not intended to be exhaustive. The post holder will be expected to adopt a flexible attitude to the duties which may have to be varied after discussion, subject to the needs of the Service and in keeping with the general profile of the post.

Essential Criteria:

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


Equal opportunities

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

Desirable Criteria:

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 post is subject to a Criminal Records Check.

Please note, references will be sought prior to interview.

Contact details for an informal discussion:

Please contact Anna Gimigliano, Senior Administrative Officer, on 07824 538755.


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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