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Oxford Health NHS Foundation Trust
About
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. We focus on delivering care as close to home as possible.
Senior Mental Health Administrator - Oxford
Accepting applications until: 23-Jul-2024 23:59
Vacancy status: Open
Accepting applications until: 23-Jul-2024 23:59
Key details
Location
- Site
- Warneford Hospital
- Address
- Warneford Lane
- Town
- Oxford
- Postcode
- OX3 7JX
- Major / Minor Region
- Oxfordshire
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday 09:00-17:00)
Salary
- Salary
- £25,147 - £27,596 per annum/pro-rata
- Salary period
- Yearly
- Grade
- (Band 4)
Specialty
- Main area
- Adult Mental Health Services - Administration
Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We work with a wide range of partner organisations to deliver care and support to people in their own homes and from a number of hospitals and community bases. We focus on delivering care as close to home as possible for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
Job overview
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.
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- 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
Working for our organisation
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
Detailed job description and main 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!
- All new starters have a 6 month probationary period. This, together with the induction process, aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale
- Candidates not currently employed by the Trust who attend an interview for non-qualified Band 1-5 posts are required to undertake numeracy and literacy assessments.
- Appointment to this post is subject to the trust receiving satisfactory references covering 3 years of employment or study. Please ask your referees to respond promptly to reference requests.
- Employees are expected to undertake mandatory and statutory training related to their role.
- We are ambitious in our pursuit of excellence, driven by the belief that a fair, just and fully inclusive organisational culture enables our teams to deliver the best quality of care and services possible and we work hard to ensure that our diverse workforce reflects the communities that we serve.
- We welcome applications from all sections of the community, are an Equal Opportunities employer with a number of internal networking groups to support our employees and where possible will always look to make reasonable adjustments in order that you can fulfil the role to recognise your full potential. All our employees are committed to demonstrating through their behaviour our core values – safe, caring and excellent.
- Oxford Health is committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.
- Oxford is a world-renowned centre of excellence for research. Oxford Health works closely with the University of Oxford department of Psychiatry and the Department of Primary care, has a Biomedical Research Centre dedicated to improving mental health and the NIHR Clinical Research Facility at the Warneford site. The Trust also hosts the NIHR Applied Research Collaboration (ARC) which carries out applied research that directly impacts patient health and wellbeing
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Person specification
Training and Qualifications
Essential criteria
- 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 criteria
- 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 criteria
- Knowledge of Carenotes and eRS
- Experience of working in NHS setting or similar healthcare setting
Skills
Essential criteria
- 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 criteria
- Experience of using digital transcribing solutions
Personal qualities
Essential criteria
- 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 criteria
- A desire to work in Mental Health
Further details / informal visits contact
- Name
- Dee Kyaagba
- Job title
- Office and Administration Manager
- Email address
- [email protected]
- Telephone number
- 07765545451
- Additional information
At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.
Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please do get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.
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