Job Type: Full-time
Location: Oakington Headquarters, Cambridgeshire
PURPOSE
To provide administrative support to the OPC UK business and the compliance function of OPC UK.
MAIN DUTIES AND RESPONSIBILITIES
- To provide an efficient and effective clerical and administrative support service to a designated team in accordance with OPC policies and procedures.
- Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages.
- Undertaking all administrative duties such as photocopying, faxing and sorting and prioritising mail and e-mail. Distributing as appropriate.
- Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
- Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.
- Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Organising and planning events as directed, providing all necessary supporting in local materials.
- Supporting teams in project management and participating in department events.
- Working with all team members in the collection of information for performance reporting on relevant team projects.
- Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
- Responsible for ordering stationery and consumables for the department, ensuring they are kept securely. Running and collating reports which may include reports to the senior management as required.
- Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
- Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
- Working together with other administrators within OPC to provide an effective network of communication including dealing with visitors and being flexible to cover other administrators’ general duties.
- Participate in Research and Compliance activities as directed.
- To carry out other appropriate delegated duties as required.
PERSON SPECIFICATION
Qualifications:
- Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Essential:
- Administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with sensitive and confidential information.
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- Understanding of Confidentiality and Data Protection Act.
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
- Ability to work at pace in a busy working environment and able to multitask.
- Effective team working.
- Minute taking.
- Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
- Professional, calm and efficient manner.
- An ability to maintain confidentiality and trust and an awareness of information governance requirements and data protection.
Desirable:
- Experience of observational and pragmatic trials.
- Experience with primary care-based research studies.
- Experience with epidemiological studies or health care databases.
- Ability to analyse and interpret health data.
- Experience of working in the primary healthcare sector.
To apply send a CV and Covering Letter to hr@optimumpatientcare.org, we look forward to hearing from you.
