JOB DESCRIPTION

Job Title: Administrative Officer (Specialist)

Grade: 7 £20,456 - £22,434 (pro rata if part time)
Responsible to: Senior Administrative Officer
Responsible for: Some direct responsibility for supervision, direction or co-
ordination of other employees as allocated (e.g. regular
advice, instruction, monitoring)
Finance Some direct responsibility for financial resources (e.g.
responsibilities: transaction processing)
Budget As allocated
responsibilities:
Resource Some direct responsibility for physical resources as
responsibilities: allocated (e.g. data, equipment, stock control)

MAIN PURPOSE(S) OF THE JOB:

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

 Working co-operatively, as part of a team to provide efficient and effective

secretarial and administrative support to staff based in specialist 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.
 Developing detailed knowledge, skills and expertise in at least one designated,
complex service area(s) to enable the directorate to meet statutory requirements
and meet local priority needs

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

MAIN DUTIES:

Office and team support

1. Act as a first point of contact for the service, including enquiries which may be
emotive, distressing and complex in nature; assessing the nature and urgency of
the call and responding or referring to senior officers (e.g. Duty Officers,
managers) as appropriate
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. Look up information to answer complex queries, including requests for statistical
information from internal and external customers. This could involve using the
internet/intranet as well as internal systems.
4. Produce a range of documents including letters/emails and presentations to a good
standard by the required deadline
5. Collect, process and input data into the County Council’s information management
systems and databases (e.g. Framework-I, One, Swift, SAP) ensuring accuracy
and security of data and compliance with statutory requirements
6. Use electronic and manual filing systems with due regard to security and
confidentiality
7. Maintain diaries, appointment systems, scheduling and arranging meetings
including managing bring forward systems on a daily basis
8. Organise meetings and statutory events (e.g. Panels and Case Conferences),
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
9. 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
10. Develop and maintain up to date information about the service including on the
intranet, internet, stationery and internal and external publications
11. Undertake general clerical and administrative tasks to support the service as
required (e.g. post processes, photocopying, scanning)

Financial support
12. Process financial tasks within the team including e-procurement, receipting of
goods
13. Investigate variations and carry out research to provide budgetary and statistical
information using available systems
14. Administer grants, payments and transactions (e.g. employee claim forms, travel
warrants)

Leadership and Teamwork: be an effective team member by

15. Supporting the recruitment, induction, supervision and learning of others as
required
16. Providing cover for colleagues during periods of annual leave and absence from
the office
17. Applying your knowledge and feedback from others to contribute to service
improvement ‘
18. 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
19. 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.
20. Act as ‘Champion’ for County Council’s information management systems and
databases (e.g. Framework-I, One, Swift, SAP) i.e. provide training and support,
develop in-depth knowledge not just relating to own team’s function, assist with
system development and implementations
General accountabilities
21. 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
22. Assist Senior Administrator and Managers in ensuring the health, safety and
welfare of staff and visitors
23. Ensure that all duties and services are provided in accordance with the County
Councils standards, policies and procedures

Role specific
24. Understand the core business of the office/directorate and contribute to its
development
25. Develop the necessary skills and knowledge to be flexible in support of the
development of the Directorate and the wider organisation
26. As appropriate:
a. Use specialist knowledge including knowledge of external agencies and
partners to respond to client and colleague enquiries and requests for
information using specialist knowledge of your service area
b. Make written records of emotive and complex meetings ensuring key
points are accurately minuted to high standards of accuracy and
presentation and approved papers are distributed to designated
deadlines.
c. Undertake specialist searches of information management and other
systems to provide detailed statistical information and create electronic
(or manual if appropriate) client files

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.
For all staff - You have specific responsibilities under Health & Safety legislation to
ensure that you:
 Take reasonable care for your own health and safety, and that of others affected
by what you do, or do not do
 Cooperate on all issues involving health and safety
 Use work items provided for you correctly, in accordance with training and
instructions
 Do not interfere with or misuse anything provided for your health, safety or welfare
 Report any health and safety concerns to your line manager as soon as
practicable

Oxfordshire County Council is re-organising office accommodation across the county,

and the location of this post may change. The successful applicant for this position will
be kept informed by his/her line manager of any proposed change in location.
Selection Criteria

Job Title: Administrative Officer (Specialist)

Grade: 7

Educational achievements, Qualifications, Training and Knowledge:

Essential
* English Language and Mathematics GCSE Grade C or above, or equivalent, or
comparable ability
Experience:
Essential
* Two years proven administrative experience preferably in a specialist service area.
* Proven front line service (visitor/telephone) experience
* Proven ability to work effectively to deadlines
* 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
* Information research, retrieval and collation using internet/web based systems
Job related aptitude and skills:
Essential
* Ability to communicate complex issues effectively by telephone, in writing, by e-mail
and in person
* Ability to handle challenging and sometimes emotional situations and customers
* 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 produce accurate summaries of meetings, events and conversations
* Ability to attend work regularly and on time
Personal qualities:
Essential
* Commitment to providing good customer service with a drive for continuous
improvement
* Commitment to continuous personal development
* Ability to work alone, as well as working co-operatively as a team member
* Able to deal with work of a confidential nature
Special Requirements:
Essential
* Satisfactory enhanced Criminal Records Bureau disclosure (where required).
Equal Opportunities:
Essential
* Commitment to, and understanding of, the principles of Equal Opportunities for all, in
employment and the delivery of services.

Educational achievements, Qualifications, Training and Knowledge:

Desirable
* NVQ2 or higher in Administration
* ILM2 or equivalent
Experience:
Desirable
* Use of Microsoft Publisher and PowerPoint
* Experience of processing financial claims/transactions
* Supervisory experience
* Experience of using consultative processes to improve procedures and services
Job related aptitude and skills:
Desirable
* Good problem solving skills and ability to use initiative
* Good influencing and negotiating skills with the ability to positively engage others
and secure commitment and time
Personal qualities:
Desirable
* Interest in services provided by and for Oxfordshire County Council and willingness
to learn about new initiatives
* Specialist knowledge related to the area of appointment