We are seeking a friendly, organised and detail-oriented Receptionist & Administrator to join our team. This role is ideal for someone who enjoys providing a welcoming reception service, supporting study and clinical trial administration, coordinating appointments and office activities, and delivering efficient administrative support in a busy environment.
The position is set to commence ASAP and will be from 36.5 hours per week for 12 weeks (with a pay rate of £14.98 per hour + holiday pay).
Main Duties:
- Provide a reception service for visitors coming in to the office, ensuring that all visitors comply with our procedures.
- Be the first point of contact for emails, phone calls and day-to-day administrative queries from members of the public, study participants, employees and line managers, including accepting and distributing deliveries.
- Management of incoming and outgoing post and forwarding of appropriate information throughout the team.
- Liaise with study participants and/or the study team to book appointments, resolve disrupted appointment times, offer new appointments and re-arrange existing appointments according to protocol timelines.
- Keep calendars for visit appointments up to date, and support the preparation of paperwork in readiness for visits.
- To administer, maintain and coordinate the logistical aspects of the clinical trials according to Good Clinical Practice (GCP) and Standard Operating Procedures (SOPs).
- To assist colleagues working on studies by monitoring and maintaining the study documents, databases, spread sheets and equipment.
- Maintain discretion and confidentiality of study participants and medical records
- Undertake regular sample runs to the lab as requested.
- Set up meetings and actively participate in taking minutes at the team meetings.
- Maintain the Buddy System, compiling rotas monthly, ensuring that staff know when to call / or it’s their turn to be Buddy / Senior Buddy, also ensuring that the ‘on call’ phones are tested weekly.
- Act as DSE Assessor to ensure a safe working environment for staff (training will be provided).
- Be responsible for practical support i.e: creating Induction folders and arranging meetings for new starters, in conjunction with the team PA’s and line managers.
- Be responsible for maintaining stationary supplies and ordering stock within the office.
- General Office duties including: photocopying, shredding, filing and arranging couriers. Liaise with building staff regarding the maintenance of departmental equipment such as the printers.
- Undertake a range of clerical or administrative tasks, which require a high level of attention to detail, as requested and is reasonable for the role. This includes assisting in travel arrangements e.g. taxi bookings, preparing interview documents for staff conducting interviews, and supporting in event arrangement where appropriate.
- Follow standard operating procedures (SOPs) for the Oxford Vaccine Group (OVG).
Selection Criteria:
- Experience of working in an administrative/receptionist role, or demonstratable transferable experience.
- High levels of accuracy and good attention to detail.
- Excellent IT skills and knowledge of standard office software packages (especially MS Word, Excel, Access) including database entries and queries.
- Effective organisational and time management skills, particularly when dealing with unpredictable volumes of work.
- Able to work 8am to 4pm Monday to Friday on site, whilst being flexible to the requirements of work.
- Excellent communication skills, both verbal and written, and able to work as part of a team.
- Good awareness of how to handle confidential information.
- Work with minimum supervision to carry out more varied or specialised administrative work, using initiative to problem solve.
- Willing to learn new skills and undertake further training when the opportunities arise.
Vacancy ID: 23889
Please be aware that all candidates need to be able to start work immediately and must be able to work on site if required to do so.
Further information can about the Temporary Staffing Service can be found on our website https://www.jobs.ox.ac.uk/temporary-staffing-service