About this role
Job summary
Are you a highly organized and professional individual with a passion for supporting mental health services?
Join our dedicated team at the NHS Oxfordshire Talking Therapies Service as a Senior Administrator!
About Us
The NHS Oxfordshire Talking Therapies Service is committed to providing accessible and confidential mental health support to our community. We pride ourselves on delivering high-quality care and ensuring that every interaction is handled with the utmost professionalism.
You will work closely with the Office Manager to ensure all Admin tasks and referrals includingdata entry is accurately gathered and recorded. The post holder will provide Administration support for allstaff within the service including working with the external organisations in partnership with the service.
Main duties of the job
Maintain high data quality by accurately updating patient records and ensuring information security in line with data protection laws and local policies. Handle telephone, email, and written inquiries by following standard procedures, using initiative, and responding confidentially and sensitively.
- Manage high call and email volumes, communicate efficiently and sympathetically with self-referring individuals, and input data into electronic records.
- Liaise with patients and carers according to confidentiality policies to support effective treatment.
- Provide a courteous and efficient reception service to visitors.
- Complete the administrative rota bi-weekly, ensuring adequate coverage at all times.
- Cover all daily administrative tasks, particularly during absences, and complete the daily checklists.
- Assign suitable tasks to Band 3 staff to ensure the service runs smoothly and to foster staff development.
- Supervise Band 3 project tasks and provide support when needed.
- Supervise and manage Band 3 staff, with support from the Office Manager as needed, hold regular one-on-one meetings, and participate in the recruitment/interview process.
- Oversee the induction program for new administrative staff actively.
- Organise and participate actively in regular team meetings for Band 3 staff.
About us
Please note that this role will require us to undertake a DBS check as a part of your onboarding.
Give yourself the best chance of success by reviewing our Applicant Guide before applying. Your supporting statement should clearly demonstrate how you meet the essential criteria for the role.
Oxford Health delivers physical, mental health and social care services across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. Our vision is "Outstanding care delivered by an outstanding team", and our values are Caring, Safe and Excellent.
We are proud to offer a supportive working environment with opportunities for career progression, learning and development, generous annual leave, pension benefits, wellbeing initiatives and staff networks
Job description
Job responsibilities
Work along side managers within Operational Services and IT to maintain data quality and make improvements to data collection where necessary and recognise when advice and guidance is needed and to seek appropriate support from senior clinical and Operational Management Team. This will include having regular individual and group supervision.
Responsibilities include
- Manage the teams electronic diary system and ensure all clinics and appointments are booked appropriately.
- Provide administrative support to members of team utilising a high level of IT skills to produce quality documentation to support the work of the team using, the appropriate Microsoft software and adopting the Trusts corporate standards and style.
- Assist colleagues in the use of PCMIS, the patient record system.
- Ensure that the Trusts databases are up to date and all clinical data is entered appropriately.
- Collate staff records regarding training, annual leave and sickness leave etc.
- Order team stationery through e-procurement and manage teams petty cash. To be responsible for raising and coding invoices under delegated responsibilities on both SharePoint and E-Procurement systems.
- Manage Administrative Assistants in the team.
Please review the Job Description provided to have a full view of what is required for this position.
Person Specification
Knowledge
Essential
- Experience of Data Input in an accurate manner with attention to detail and ability to talk and type.
Desirable
- Experience of supervising administrative staff.
Qualifications
Essential
- Higher Education qualification (i.e., 'A' Level/NVQ III standard) or equivalent/previous experience in an Administration role.
Experience
Essential
- Proven experience of working as an Administrator in an office environment.
Desirable
- NHS experience
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
Abell House
Horspath Driftway
Oxford
OX3 7JH
United Kingdom
Employer's website
https://www.oxfordhealth.nhs.uk (Opens in a new tab)