Job summary
Are you interested in a career in administration in the NHS?
We are looking for an enthusiastic, empathetic individual who is well-organised and has a keen eye for detail, to join our team.
The Adult Mental Health Team, forming part of Oxford Health NHS Trust, based in the heart of Oxford City, are keen to hear from individuals who are interested in joining a unique administrative team. We are dedicated to supporting Doctors and other medical staff who provide support to Adults of working age experiencing Mental Health issues.
This is a special administrative role, which can be demanding, challenging and requires skill to handle all contacts with confidence, compassion, patience and professionalism. It sits within a larger team that is extremely supportive and together we all make a real difference in the community.
Good communication skills are essential together with high levels of emotional resilience. In return, you will receive support and development from the team and the Trust itself, such as continuing professional development, opportunity to undertake apprenticeships, yearly appraisals etc. Supporting everyone with their mental health has always been important to us but, never more so than now.
Main duties of the job
- To provide comprehensive administrative to the AMHT.
- Managing all aspects of Doctors Outpatient Clinics - booking, rearranging, outcoming of appointments and ensuring all electronic data bases are appropriately updated.
- Receive and deal with correspondence and take appropriate action.
- Receive telephone calls using a high level of initiative and responding in a confidential and sensitive way and action in the appropriate manner. This may include highly sensitive information such as emergency calls, and calls from distressed patients or relatives, etc.
- Audio and/or copy typing of letters and reports to patients, GPs and other professional agencies. Also, to proofread and edit letters and documents.
- Ensure the Trust's activity databases are up to date and that all clinical data is entered accordingly.
- Ensure that client related documentation is entered onto databases for all patients within the team caseload in a timely manner.
- Process referrals and discharges to the team.
- Work with managers within Operational Services and within IT support to maintain data quality and make improvements to data collection where necessary.
- Assist the Office Manager in achieving Trust targets on data quality by reviewing reports.
- Order team stationery through e-procurement.
- Assist with the induction process for new staff
About us
Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible
Our vision is that no matter who you are or where you are, you will tell us that you receive:"Outstanding care delivered by an outstanding team"
Our values are:"Caring, safe and excellent"
At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
- Excellent opportunities for career progression
- Access to tailored individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff accommodation (please note waiting lists may apply)
- Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description
Job responsibilities
- To ensure confidentiality and security of patient data is maintained at all times in compliance with the Data Protection Act and GDPR
- To ensure confidentiality of staff, patients and carers is maintained in line with Trust policy.
- To work closely with team members, provide a flexible service and be willing to assist other staff as and when required.
- To work as a member of a team with the team administrators and office manager to assist the smooth running of the secretarial and administrative provision and delegation of workload.
- To attend appropriate mandatory training courses in line with requirements of the role, Health and Safety Regulations and as part of personal development, e.g. systems training, fire awareness training, appraisals.
- To carry out any other duties as requested by the Team Manager to ensure the quality of service provided by the team.
- Photocopying, collating and processing information and any similar duties which may be necessary in order to facilitate the secretarial and administrative work.
- Taking and producing meeting minutes and following actions arising.
- To undertake any other reasonable tasks as determined by the Office Manager.
This post will be fulltime, Monday to Friday 9:00 to 17:00. You will be based at the Warneford Hospital working within one of our three sub-teams. Parking is currently available for staff.
If you have any questions about the role or the team, please do get in touch with Dee Kyaagba, Office and Administration Manager, on 07765545451
So, if you have administration experience and are interested in working in a Mental Health setting, this could be the opportunity for you and just the team member we are looking for!
Person Specification
Training and Qualifications
Essential
- GCSE A-C or equivalent in English and Mathematics
- Secretarial training or equivalent experience of MS Office, particularly Outlook, Word and Excel
Knowledge and Experience
Essential
- Extensive knowledge of Microsoft Office applications
- Experience of working alongside multiple internal and external agencies
- Experience of adapting to change and managing work in changing environment
- Proven experience of working in an office environment
Desirable
- Knowledge of Carenotes and eRS
- Experience of working in NHS setting or similar healthcare setting
Skills
Essential
- Ability to manage and prioritise own workload
- Excellent verbal and written communication skills
- Attention to detail
- Ability to manage diverse workload whilst dealing with frequent interruptions and a high volume of telephone calls
Desirable
- Experience of using digital transcribing solutions
Personal qualities
Essential
- Ability to cope effectively under pressure in a busy environment with high levels of emotional resilience
- Flexible and responsive approach
- To show respect and empathise with patients
Desirable
- A desire to work in Mental Health
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Oxford Health NHS Trust
Address
Warneford Hospital
Warneford Lane
Oxford
OX3 7JX