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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.
Contact
- Address
- Trust Headquarters
- Warneford Hospital
- Warneford Lane
- Headington
- Oxford
- Oxfordshire
- OX3 7JX
- Contact Number
- 01865 901000
Administrator
Accepting applications until: 10-Sep-2026 23:59
Vacancy status: Open
Accepting applications until: 10-Sep-2026 23:59
Key details
Location
- Gwefan
- Murray House Jordan Hill Business Park
- Cyfeiriad
- Banbury Road
- Tref
- Oxford
- Cod post
- OX2 8TA
- Major / Minor Region
- Oxfordshire
Contract type & working pattern
- Contract
- Permanent
- Oriau
- Full time
- Part time
Salary
- Cyflog
- £25,760 - £27,476 pro rata
- Cyfnod cyflog
- Yearly
- Gradd
- (Band 3)
Specialty
- Prif leoliad
- 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.
We actively support anti-racism, equality, diversity, and inclusion so, if you’re excited about this job opportunity and you meet our Trust values, but feel unsure about applying, then please get in touch and we will be happy to have a conversation with you.
We are also committed to increasing diversity in the workforce, that is why we actively encourage applications from those groups of people who are currently under-represented, which include amongst others: people with disabilities; men from all socio-economic backgrounds; people from diverse ethnic backgrounds; and people from the LGBTQIA+ community.
Good luck and we hope to hear from you.
Trosolwg o'r swydd
To provide efficient administrative support to the CYP0-19 Public Health Service for the children, young people and families ,supporting the implementation of the Healthy Child Programme .
The post holder will be the main point of contact for the administration of appointments within the CYP 0-19 years service for parents/carers and young people of Oxfordshire.
The post holder will work within the team in our SPA(Single Point of Access).
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To provide comprehensive timely administrative support to our Children and Young People Public Health Service, incorporating Health Visiting, School Health Nursing and Family Nurse Partnership.
Managing databases ,using Microsoft platforms ,Excel and updating information on Electronic Health Records.
Prioritise work accordingly ,following the CYP 0-19 Public Health Service Standard Operating Procedures (SOPS).
Responding to the needs of service and the clients in a timely manner.
Perform general office duties, including responding to emails and phone enquiries appropriately following Trust procedures.
Be able to work independently, proactively and as part of a team.
Standard Operating Proceedures.
Gweithio i'n sefydliad
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the “candidate guide to making an application” and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast 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”
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 apply)
• Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Swydd-ddisgrifiad a phrif gyfrifoldebau manwl
JOB PURPOSE
To provide efficient administrative support to the 0-19 CYP Public Health Service for the children, young people, and families, supporting the implementation of the 0-19 Healthy Child Programme (HCP)
Accurately inputting data and maintaining database information systems. This includes collating information from partner services and organisations. The post holder will be the main point of contact for the administration of appointments within the 0-19 CYP Public Health Service for parent/carers and young people, in Oxfordshire.
The Post Holder will work as part of the Single Point of access (SPA). When appropriate hold a ChatHealth Licence to provide administrative support to the practitioners working on the platform.
DUTIES AND RESPONSIBILITIES
Clinical responsibilities:
· To provide comprehensive, timely administrative support to the 0-19 CYP Public Health Service. Working within a Single Point of Access (SPA).
· databases and Microsoft Office Responsible for accurately inputting, correcting, and closing patient information on their Electronic Health Records (EHR), using relevant clinical applications.
· Ensuring that all referrals received are tracked through to team allocation and any problems are resolved.
· Prioritise workload, accordingly, following the 0-19 CYP Public Health Service, Standard Operating Procedures (SOPs) and policies, responding to the needs of service and the clients in a timely manner.
· Have good organisational abilities, to be able to manage own workload and contribute to the organisation of the relevant team.
· Be able to work independently, proactively and as part of a team.
· Communicate politely and effectively with clients, healthcare staff, and others, courteously and responsively.
· Establish and maintain clinician and clinic diaries, arranging meetings, making appointments, and resolving diary conflicts. Scheduling and re-arranging diary entries, ensuring accurate record keeping and outcoming of appointments.
· To perform general office duties including responding to email and phone enquiries. Answering the telephone, taking, and recording messages accurately, responding to queries appropriately, following Trust procedures and protocols and organise the maintenance of the electronic filing systems for the relevant team.
· Taking and producing accurate meeting minutes and follow up any actions arising.
· To maintain service supplies: order, check, maintain and distribute equipment and supplies for the team as required. Then receipt orders.
· Undertake photocopying and scanning as required.
· Contacting the Estates or Facilities Department to carry out repairs, checking work has been undertaken to satisfaction.
· Provide cover for other team members and provide cross cover within the directorate and across the Trust as required.
· To provide feedback to 0-19 CYP Public Health Service managers to improve ways of working within the team and to assist managers in the development, testing and implementation of new IT, telephony, and information systems. escalating to line manager/LTL any concerns with undertaking any tasks.
PERSON SPECIFICATION
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Band: 3 |
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Criteria for Selection |
Essential Requirements |
Desirable Requirements |
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Knowledge Requirements |
• Good general level of education • Previous experience in administrative role |
Previous experience in NHS
Business administration BTEC |
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Qualifications/Academic/Skills/ Professional |
• GSCE pass in Maths & English • Qualification at NVQ Level 2 or equivalent • NVQ2 in business administration or equivalent or office/administration experience
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ECDL (European Computer Driving License) or equivalent experience |
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Further training or job-related aptitude and skills |
• Motivated and enthusiastic • Competent in using various Microsoft Office applications. • Understands and adheres to the need for confidentiality. • Interpersonal skills, face to face and telephone • Ability to accurately maintain records and electronic filing systems. • Able to plan own workload and prioritise work of several managers following local policy • Aptitude to take and transcribe minutes. • Good communication skills written and verbal • Ability and willingness to attend training away from the workplace • Ability and willingness to travel between community team locations independently, as required by the organisation • Ability to rotate job base as needs of service require • Ability to work autonomously and as part of a team to deliver team objective • Proactive approach • Ability to problem solve and prioritise |
Experience in use of other databases/IT systems |
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Experience |
· Experience of working in a Team · Microsoft Office skills · Experience of dealing with Service Users · Experience of diary management
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Experience of working in a health- related or educational environment |
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Personal Qualities |
• Good communication skills written & verbal. • Accurate attention to detail • Demonstrates a non-judgmental approach. • Excellent interpersonal skills • Flexible towards needs of team and service with a willingness to adapt to necessary change • Empathic and respect for the rights and needs of others • Commitment to service users and the team, and the wider Trust to improve the service given as necessary |
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Contractual or other requirements |
• Ability to travel across a defined location independently, as required by the organisation • Ability to rotate job base as needs of service require
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- All new starters have a thorough induction process, both local and Trust wide, which aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
- 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.
- We’re advocates of flexible working and many of our roles offer a range of employment options to help you balance your work and personal life.
- 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.
- We are 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
Person specification
Essential
Meini prawf hanfodol
- Previous administrative experience
- Proficient across Microsoft Office and Excel
- Understands and adheres to the need for confidentiality
- Proven experience of general office skills
Meini prawf dymunol
- Previous NHS experience
- Experience of dealing with service users
- Attention to detail
- Flexible and willing to adapt to change
Essential
Meini prawf hanfodol
- Confident telephone manner and email responses
Desirable
Meini prawf dymunol
- Confident to work individually and as part of a team
Further details / informal visits contact
- Enw
- Sandra Wollner
- Teitl y swydd
- SPA Team Lead
- Cyfeiriad ebost
- [email protected]
- Rhif ffôn
- 07833048634
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