About this role
Job summary
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).
Main duties of the job
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.
About us
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:
o Excellent opportunities for career progressiono Access to tailored individual and Trust wide learning and developmento 27 days annual leave, plus bank holidays, rising to 33 days with continuous serviceo NHS Discount across a wide range of shops, restaurants and retailerso Competitive pension schemeo Lease car schemeo Cycle to work schemeo Employee Assistance Programmeo Mental Health First Aiderso Staff accommodation (please note waiting lists apply)o Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description Job responsibilities
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
Band: 3
Criteria for Selection
Essential Requirements
Desirable Requirements
Knowledge Requirements
Good general level of education
Previous experience in administrative role
Previous experience in NHS
Business administration BTEC
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
ECDL (European Computer Driving License) or equivalent experience
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
Experience
Experience of working in a Team
Microsoft Office skills
Experience of dealing with Service Users
Experience of diary management
Experience of working in a health- related or educational environment
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
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
Person Specification
Essential Essential
Previous administrative experience Proficient across Microsoft Office and Excel Understands and adheres to the need for confidentiality Proven experience of general office skills
Desirable
Previous NHS experience Experience of dealing with service users Attention to detail Flexible and willing to adapt to change
Essential Essential
Confident telephone manner and email responses
Desirable Desirable
Confident to work individually and as part of a team
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 Murray House Jordan Hill Business Park
Banbury Road
Oxford
OX2 8TA
United Kingdom
Employer's website https://www.oxfordhealth.nhs.uk (Opens in a new tab)