Job summary

An exciting opportunity has arisen for and experienced enthusiastic and self-motivated Office Manager, to provide effective administrative support to our Mental Health Support Teams within Oxfordshire.

Responsible for the provision of effective administrative support to the Mental Health Support Team CAMHS service in Oxfordshire, based at BYHP/Raglan House in Cowley. To ensure the team is well organised, efficiently run, attains KPI targets, and assists the MHST Operational Lead in the development of administration and clinical processes.

Lead responsibility for the development and management of administrative and electronic systems to record and provide necessary data and information to the MHST Operational Lead and the performance team for reporting purposes.

To manage and supervise all administrative staff within the MHST team. To ensure the provision of an efficient, effective administrative service.

Main duties of the job

Responsible for the day to day management of the MHST, the organisation of effective clinical management systems, patient and family centred practices, health and safety procedures and administrative processes. Ensuring successful and timely interface with the other CAMHS teams/MHST Clinicians/Schools & pathways.

  • Responsible for supporting the MHST with operational and administrative matters where required.
  • Maintain an administrative system for referrals/ discharges to and from the service.
  • Act as a point of contact to queries and calls coming into the MHST via phone/email.
  • Support with county wide efforts to respond to requests for service.
  • Ensure that electronic health records are fully operational and that staff activity is reliably and accurately recorded and up to date.
  • Liaising with patients and families, GPs, other agencies and professionals as appropriate. Development of working relationships with other agencies and referrers to improve the accessibility of the service to patients and families

About us

Benefits of working for Oxford Health NHS Foundation Trust include:

  • Excellent opportunities for career progression
  • 27 days annual leave, plus bank holidays, with an increase to 33 days with continuous service
  • NHS Discount across a wide range of shops, restaurants and retailers
  • Staff accommodation
  • Competitive pension scheme
  • Lease car scheme
  • Cycle to work scheme

Date posted

03 January 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£27,055 to £32,934 a year per annum/pro-rata

Contract

Permanent

Working pattern

Full-time

Reference number

267-OC4898592

Job locations

Raglan House

Between Towns Road

Oxford

OX4 3LX

Job description

Job responsibilities

Your main responsibilities will include:

  • To line manage and supervise the administration team
  • To monitor and manage performance data, including staff training data, collating PDRs and appraisal paperwork, data quality monitoring, data analysis, information governance and security across the service
  • To be responsible for the accurate recording of sickness, annual leave, training, additional hours worked, expenses and workforce management system
  • To maintain records of staff training
  • To collate and communicate complex and sensitive information with internal staff and external organisations
  • To work on own initiative and act professionally and appropriately at all times.
  • Facilitate good communication systems with the MHST team and ensure that information is disseminated appropriately and efficiently. In addition, co-ordination of taking team meeting minutes and circulation of them to ensure dissemination of up to date information.
  • Managing and supporting the administrative team. Ensuring work distribution is equal. Dealing with any escalated queries that the team pass on. Keeping an overall view on the work the team is completing and taking part in any administrative tasks that may be required

Please note:

  • 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 positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation and we encourage applications from users of mental health services. This is part of our commitment to equality and reflecting the diversity of our population.
  • 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.

Job description

Job responsibilities

Your main responsibilities will include:

  • To line manage and supervise the administration team
  • To monitor and manage performance data, including staff training data, collating PDRs and appraisal paperwork, data quality monitoring, data analysis, information governance and security across the service
  • To be responsible for the accurate recording of sickness, annual leave, training, additional hours worked, expenses and workforce management system
  • To maintain records of staff training
  • To collate and communicate complex and sensitive information with internal staff and external organisations
  • To work on own initiative and act professionally and appropriately at all times.
  • Facilitate good communication systems with the MHST team and ensure that information is disseminated appropriately and efficiently. In addition, co-ordination of taking team meeting minutes and circulation of them to ensure dissemination of up to date information.
  • Managing and supporting the administrative team. Ensuring work distribution is equal. Dealing with any escalated queries that the team pass on. Keeping an overall view on the work the team is completing and taking part in any administrative tasks that may be required

Please note:

  • 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 positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation and we encourage applications from users of mental health services. This is part of our commitment to equality and reflecting the diversity of our population.
  • 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.

Person Specification

Qualifications – Academic/Skills/Prof essional

Essential

  • Degree or equivalent
  • A levels or equivalent
  • GCSEs or equivalent Grade C or above in English and Maths.

Desirable

  • ECDL or equivalent
  • Secretarial /administrative qualifications (eg RSA 2).

Further Training or Job Related Aptitude and Skills

Essential

  • Excellent verbal and written communication skills
  • Word processing/copy typing/audio typing
  • Computer literate
  • Ability to manage and prioritise own workload
  • Organisational skills/managing diary systems and tracking information
  • Data entry experience
  • General administrative skills

Experience

Essential

  • Variety of previous office administration experience at a senior level
  • Experience of organising and developing administration systems and procedures
  • Experience of creating and managing spreadsheets and large quantities of information and data collection systems
  • Able to demonstrate good interpersonal and communication skills
  • Experience of producing and analysing reports
  • Experience of dealing with complex and challenging situations
  • Understanding of mental health issues
  • Experience of managing staff
  • Experience of managing a team budget
Person Specification

Qualifications – Academic/Skills/Prof essional

Essential

  • Degree or equivalent
  • A levels or equivalent
  • GCSEs or equivalent Grade C or above in English and Maths.

Desirable

  • ECDL or equivalent
  • Secretarial /administrative qualifications (eg RSA 2).

Further Training or Job Related Aptitude and Skills

Essential

  • Excellent verbal and written communication skills
  • Word processing/copy typing/audio typing
  • Computer literate
  • Ability to manage and prioritise own workload
  • Organisational skills/managing diary systems and tracking information
  • Data entry experience
  • General administrative skills

Experience

Essential

  • Variety of previous office administration experience at a senior level
  • Experience of organising and developing administration systems and procedures
  • Experience of creating and managing spreadsheets and large quantities of information and data collection systems
  • Able to demonstrate good interpersonal and communication skills
  • Experience of producing and analysing reports
  • Experience of dealing with complex and challenging situations
  • Understanding of mental health issues
  • Experience of managing staff
  • Experience of managing a team budget

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.