Job summary
Are you looking for a challenging and rewarding role where you will be part of a busy and supportive team?
Our administrators are a vital part of our team, and without them, we couldn't provide high quality care to the large number of clients across the county.
If you have good keyboard, administration and computer skills, along with an excellent telephone manner, and enjoy liaising between team members and clients in a busy environment, then this is the opportunity for you.
As a valued team member, we will support you to develop your skills and knowledge, and there will be opportunities for you to attend regular training as well as your yearly personal development review.
If you enjoy working in a fast-paced environment, have a flexible approach and the ability to adapt to changing priorities, then this could be the role for you!
Please note this vacancy may close early if sufficient numbers of applications are received.
Main duties of the job
The role will require you to take responsibility for the administration and provision of a secretarial service to the Neurodevelopment Assessment team, to include receipt and sending of mail, typing, filing, photocopying, events and meeting arrangement and distribution of information to staff.
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
Job description
Job responsibilities
Please see the key responsibilities for the role below
Administer a clinic-based system for both assessment team.
Act as referrals secretary in routine contact with service users and relatives, GPs and other referrers over administrative matters, ensuring at all times that clinically acceptable professional boundaries are maintained.
Ensure clinicians diary details, meetings and appointments are entered appropriately, to ensure that arrangements are changed in cases of emergency or clinician sickness.
Sensitively handle and accurately record confidential telephone calls, complaints, contact with patients, carers and staff, complex referral queries, to signpost and redirect queries as appropriate.
Support the office manager in initiating and maintaining a contractual records and filing system in response to demands.
Maintain accurate and timely database and electronic filing records, liaising with different parts of the service as necessary, and generating reports as required.
Assist in the organisation, collection and preparation of information for routine audit and training purposes.
Please review the attached job description and person specification for a full overview of the role responsibilities.
Job description
Job responsibilities
Please see the key responsibilities for the role below
Administer a clinic-based system for both assessment team.
Act as referrals secretary in routine contact with service users and relatives, GPs and other referrers over administrative matters, ensuring at all times that clinically acceptable professional boundaries are maintained.
Ensure clinicians diary details, meetings and appointments are entered appropriately, to ensure that arrangements are changed in cases of emergency or clinician sickness.
Sensitively handle and accurately record confidential telephone calls, complaints, contact with patients, carers and staff, complex referral queries, to signpost and redirect queries as appropriate.
Support the office manager in initiating and maintaining a contractual records and filing system in response to demands.
Maintain accurate and timely database and electronic filing records, liaising with different parts of the service as necessary, and generating reports as required.
Assist in the organisation, collection and preparation of information for routine audit and training purposes.
Please review the attached job description and person specification for a full overview of the role responsibilities.
Person Specification
Knowledge
Essential
- Excellent working knowledge of Microsoft programs, particularly Excel, Word and Outlook
Desirable
- Recognised secretarial qualification (RSA level 2) or equivalent
- Working knowledge of CareNotes or similar patient database
Qualifications
Essential
- GCSE English and Maths (minimum Grade C or equivalent
Desirable
- Recognised secretarial qualification (eg RSA or equivalent)
Experience
Essential
- Experince of working within administrative systems
- Experience of working with confidential documents
Desirable
- Other admin or secretarial experience
- Administration or secretarial experience in an NHS setting
personal qualtities
Essential
- Excellent communication and organisational skills
- Ability to prioritise workload and use own initiative
- Ability to work effectively in a busy environment
Person Specification
Knowledge
Essential
- Excellent working knowledge of Microsoft programs, particularly Excel, Word and Outlook
Desirable
- Recognised secretarial qualification (RSA level 2) or equivalent
- Working knowledge of CareNotes or similar patient database
Qualifications
Essential
- GCSE English and Maths (minimum Grade C or equivalent
Desirable
- Recognised secretarial qualification (eg RSA or equivalent)
Experience
Essential
- Experince of working within administrative systems
- Experience of working with confidential documents
Desirable
- Other admin or secretarial experience
- Administration or secretarial experience in an NHS setting
personal qualtities
Essential
- Excellent communication and organisational skills
- Ability to prioritise workload and use own initiative
- Ability to work effectively in a busy environment
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.
