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.

Job overview

An exciting opportunity has arisen within the Childrens Integrated Therapy Service for an experienced Team Administrator with excellent IT skills to join our friendly team. You will provide professional, flexible and efficient administrative support to the children’s physiotherapy, occupational therapy and speech and language therapy teams. You will also use your excellent communication skills as the first point of contact for families and professionals to ensure calls and email enquiries are answered promptly and efficiently.

Main duties of the job

You will be part of the admin team at Banbury which largely manages referrals into the service. This involves completing a number of checks to ensure the referral is appropriate before being reviewed by the therapists, so accuracy and attention to detail are essential.

Once referrals have been reviewd by therapists, you may need to complete a number actions following this, eg contacting families to book appointments. You will also deal with telephone and email enquiries so having great customer service skills will be essential. You will also need good written and verbal communication skills and accurate keyboard skills. 

As the majority of tasks involve inputting information electronically, you should have excellent IT skills and be confident using Microsoft Office packages including Microsoft Teams. You should also have excellent organisational skills and be able to prioritise your workload whilst managing competing demands. In addition, the ability to work with limited supervision will be necessary.

We can offer training to help you develop further and excellent supervision and support.

Working for our organisation

We are a small, friendly team of administrators spread over three locations at Abingdon, Banbury and Oxford. You will join the local admin team at Banbury, working closely with this team, but also be part of the wider admin team. We also work together with the children’s occupational therapists, physiotherapists and speech and language therapists to support them with their administrative tasks.

The whole admin team meet monthly on Microsoft Teams to share learning, discuss issues and support one another and this has worked really well and is valued by the team. Your line manager will supervise you with ‘on the job training’ when you start and there will always be somebody in the team who will be able to support you with any queries you may have as you learn the role.

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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
  • Detailed job description and main responsibilities

    DUTIES AND RESPONSIBILITIES

  • Oxford Health is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.
  • Trust policies, procedures and guideline – It is a condition of your employment that as an employee you are expected to adhere to our policies, procedures and guidelines. These can all be found on the Trusts website.
  • To assist the service/team in all administration duties relating to the day to day running of the team/service.
  • To process referrals using local procedures and to book appointments with families and record these using online records.
  • Provide a high standard of administration and secretarial support to the team/service
  • To contribute to improving local and countywide processes and procedures.
  • Prioritise a busy workload and work using own initiative, both independently and as part of a team
  • Organise own workload and act independently within appropriate guidelines.
  • To work together and support other service administrators to provide an equitable admin service across the whole team
  • To provide a polite and efficient reception service to visitors if required.
  • Order, check, maintain and distribute equipment and supplies for the team and other agencies as required.
  • Filing and photocopying and distributing and redirecting mail.
  • To assist with data quality/checking.
  • To accurately type and distribute correspondence, minutes, reports and other documents.
  • To perform general office duties including responding to email and phone enquiries, answering the telephone, taking and recording messages accurately, responding to queries appropriately and managing multiple email accounts following Trust procedures and protocols and organise the maintenance of the filing systems for the service/team.
  • To take accurate action notes and minutes as required arranging meetings and maintaining electronic diaries and schedules.
  • To arrange meetings and maintain diaries and schedules.
  • To maintain departmental HR records including sickness and annual leave records.
  • To assist other team members in their work as required. provide cover for reception and clerical team members and provide cross cover within the directorate and across the Trust as required.
  • To code and forward invoices for payment.
  • To liaise with therapists and admin staff within the locality and wider team and with professionals from other agencies within the locality eg GP practices, Education
  • Travel to various sites within the locality area may be required
  • Please note this vacancy will close when we receive sufficient applications.

    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

    Experience

    Essential criteria

  • Previous experience in an administrative office role/working in an office environment
  • Desirable criteria

  • Previous NHS experience in a similar role
  • Qualifications

    Essential criteria

  • MS Office skills including Word, Excel, Outlook and Teams
  • Knowledge of NHS computer systems
  • Knowledge of data protection and confidentiality
  • Desirable criteria

  • Experience of using Carenotes
  • Higher education qualification
  • Skills

    Essential criteria

  • Excellent communication skills, both written and verbal
  • Excellent keyboard skills
  • Excellent prioritisation skills
  • Excellent organisational skills, managing diary systems and tracking information
  • Excellent attention to detail
  • Desirable criteria

  • Good electronic file management skills
  • 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
  • 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.
  • Employer certification / accreditation badges