MHST Office Manager

Oxford Health NHS Trust

This job is now closed

Job summary

An opportunity has arisen for an 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. This role will 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.

You will take 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.

This role will also 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

Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application you are encouraged to read the "candidate guide to making an application" which is attached to all roles.

Please include details around qualifications (including years these were gained particularly if we need to assess for clinical roles that these are still valid) and ensure that the supporting statement is tailored to the role you are applying for and addresses the essential criteria found in the JD.

As a Trust we provide 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, 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"

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:

- Excellent opportunities for career progression
- Individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount
- Pension scheme
- Lease car scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff accommodation (waiting lists may apply)
- Staff networking and support groups

Date posted

12 September 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year per annum/pro-rata

Contract

Permanent

Working pattern

Full-time

Reference number

267-OC6597063

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

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

Person Specification

Qualifications - Academic/Skills/Professional

Essential

Secretarial /administrative qualifications (eg RSA 2).

Desirable

Degree or equivalent

Further Training or Job Related Aptitude and Skills

Essential

Knowledge of Microsoft Systems
Computer literate
Ability to manage and prioritise own workload
Organisational skills/managing diary systems and tracking information
Data entry experience

Desirable

Understanding of Date Protection Act

Experience

Essential

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 dealing with complex and challenging situations
Understanding of mental health issues
Experience of managing staff
Experience of managing finance at a team level

Desirable

Interest in Children's Services

Person Specification

Qualifications - Academic/Skills/Professional

Essential

Secretarial /administrative qualifications (eg RSA 2).

Desirable

Degree or equivalent

Further Training or Job Related Aptitude and Skills

Essential

Knowledge of Microsoft Systems
Computer literate
Ability to manage and prioritise own workload
Organisational skills/managing diary systems and tracking information
Data entry experience

Desirable

Understanding of Date Protection Act

Experience

Essential

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 dealing with complex and challenging situations
Understanding of mental health issues
Experience of managing staff
Experience of managing finance at a team level

Desirable

Interest in Children's Services

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.