Administrator in Bicester

About Us

The Social and Community Services vision is to support and promote strong communities so that people live their lives as successfully, independently and safely as possible. We believe that people themselves, regardless of age or ability, are best placed to determine the help they need.

Staff working in Adult Social Care in Oxfordshire will:

• provide a proactive personalised approach to the delivery of care;
• respond to people’s needs in a timely manner;
• focus on improving people’s well-being;
• promote and support people to be responsible for their independence;
• give people greater choice and control over the care that they receive;
• take account of people’s risks and safety at all times;
• support people to achieve the outcomes that are most important to them using all available resources and taking responsibility for the public purse;
• work in accordance with Oxfordshire's values.

This will be achieved by:

• innovation and creativity in meeting needs;
• a commitment to service development;
• partnership working with individuals, other professionals and wider local networks to deliver an effective and affordable service;
• outcome focused working to identify opportunities to meet needs, demands and achieve aspirations;
• taking ownership and doing all we can to effect positive change;
• flexible working to meet the varying demands across the different teams;
• promoting and supporting people in identifying, and managing their own risks;
• preventing the need for ongoing care.

Our guiding principles:

• put people and their experience at the centre of what we do;
• work as one team, taking ownership for your work, respecting your time and that of others, only involving colleagues if necessary;
• build social value in our work;
• work with individuals, their families, partner agencies and communities to improve and inform services;
• share information with the person about their care;
• see our contribution in the context of the overall services;
• have internal debate and external unity;
• are open to new ideas, seek and act on feedback and have a continuous improvement and learning culture;
• make the best use of available resources;
• make evidence based decisions and support others to do the same.

About the Role

To provide comprehensive and effective reception duties to people who use the service, visitors and contractors. To deliver administrative support to operational staff for the Community Support Service teams whilst having responsibility for ensuring that they work within departmental policies, procedures and guidelines including but not limited to Data Protection Act, confidentiality and information sharing protocols, and that these are adhered to and concerns raised in accordance with these policies.

Roles and Responsibilities:

• To ensure statutory requirements are met.
• To deputise for the Community Service Team Leader and Co-ordinator in their absence and have responsibility for organising the operation of the service whilst working in a person-centred and flexible way to support people attending the service in fulfilling their chosen lifestyles.
• To contribute to the planning and development of services ensuring that people attending the day service are included and supported to participate in those processes and to actively encourage the inclusion and participation of people attending the service in local networks.
• Support the team with all their duties at the service including personal and healthcare provision.
• Assist the support staff to empower people attending the service to have choice and control of their lives within a risk management framework which is regularly monitored and reviewed as required.
• Support individuals or groups to prepare, plan and book various activities including sport, leisure, recreation and college courses.
• Supporting staff to set up rooms in preparation for activities, including working knowledge of Interactive screen and public use Computers.
• Deliver a customer focused service in accordance with the standards set out in the council "Customer Service Codes of Practice".
• To introduce, develop and maintain office systems (electronic and paper) as directed by the Manager.
• To take telephone calls and, in the absence of professional colleagues, to take accurate messages, take appropriate action when necessary and deal with callers tactfully and sympathetically.
• To handle all information confidentially according to OCC's Data Sharing Policy.
• To provide general administrative support to designated teams, to include photocopying, word processing, creation/maintenance of Excel spreadsheets, Updating LAS and Booking systems etc.
• To use the Outlook Calendar to maintain diaries, including scheduling and arranging meetings and operating other associated systems.
• To undertake all relevant administrative tasks and responsibilities associated with meetings, including the preparation and circulation of electronic papers for meetings and the taking of minutes where essential.
• To Collate & provide budgetary and statistical information including LAS, Booking System, GR/IR and required reports and data for the teams.
• To support the Team Manager to undertake effective financial accounting by following delegated tasks.
• To maintain stocks of required stationery, e.g. information leaflets, forms, stationery, literature, Personal care products etc.
• To effectively use the procurement system for ordering supplies and services and goods receipting via the IBC system.
• To follow OCC's Corporate Retention Schedule for archiving information.
• To continue to develop the necessary skills to be flexible in support of the development of the Directorate and the wider organisation.
• Act as a key holder with responsibility for building security.
• Look up information to answer complex queries, including requests for statistical information from internal and external customers.
• Maintain Diaries and appointment systems, scheduling and arranging meetings.
• Organise meetings and statutory events (e.g. Review meetings & CPAs) ensuring that appointments are realistically planned with regard to timing and venue.
• Provide cover for senior colleagues during periods of annual leave and absence from the office.
• Create and Maintain building inventories.

Our commitment to: Equality, Diversity and Inclusion

At Oxfordshire County Council we are proud of our diverse workforce. Everyone is accepted for who they are, regardless of age, disability, gender identity, marital status, race, faith or belief, sexual orientation, socioeconomic background, or on maternity or family leave.

Our commitment to: Guaranteed Interview Schemes

As a Disability Confident employer, we guarantee an interview for disabled applicants who meet the essential criteria for the job.

Our commitment to: Safeguarding

Oxfordshire County Council are committed to safeguarding and promoting the welfare of children, young people and adults. We expect all employees, workers and volunteers to share this commitment.

Our commitment to: Flexible Working

We are open to discussions about flexible working, which can include flexi-time, part time working, job-sharing, nine-day fortnights and annualised hours, depending on the requirements of the role and the service.