Team Administrator - Oxford

Oxford Health NHS Trust

The closing date is 17 April 2025

Job summary

Join Our Team and Make a Difference to Young Minds in Oxfordshire

Are you an experienced administrator ready to take the next step in your career? Do you want to make a meaningful impact on the mental health of children and young people in Oxfordshire? If so, we want to hear from you!

We are seeking a motivated, organised, and proactive individual to join our CAMHS (Child and Adolescent Mental Health Services) Single Point of Access team in a senior administrative role. In this position, you'll play a crucial role in supporting the delivery of vital mental health services through our clinical team.

Key Responsibilities:

Process referrals efficiently and handle confidential and sensitive information with the utmost discretion
Manage inbound calls and provide essential information to young people and families
Format and send correspondence to service users across Oxfordshire
Take accurate minutes at meetings, ensuring all key points are recorded
Deputise for the Office Manager when needed, contributing to the broader administrative functions of the team

Main duties of the job

The team receives high volumes of requests for service and calls so the successful candidate will be solution-focused, calm, kind and approachable, have excellent communication skills, both written and verbal, and strong IT skills, particularly in Excel.

The team is a small, friendly and supportive group of clinicians and administrators who are passionate about delivering high-quality treatment and advice to children and young people across Oxfordshire. There are high demands on our service and we work hard to meet the needs of all the young people and their families who contact us.

We operate normal office hours of 9am - 5pm, Monday - Friday, excluding Bank Holidays, and are based in Cowley centre. There is limited scope for hybrid working due to service demand.

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

03 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year Per annum/Pro Rata

Contract

Permanent

Working pattern

Full-time

Reference number

267-OC7099157

Job locations

Raglan House

Between Towns Road

Cowley

OX4 3LX

Job description

Job responsibilities

The role involves providing key business and administrative support to the Oxfordshire CAMHS SPA team, ensuring smooth operations. You will process new referrals promptly and accurately, ensuring they are triaged by the appropriate clinicians.

You will also be responsible for recording referral screening results in spreadsheets and the RIO electronic patient record system, communicating outcomes to relevant teams as needed. Additionally, you will manage databases and spreadsheets with precision, including creating and updating client records, collecting statistics, and processing team information.

Responding to emails and telephone enquiries sensitively and professionally will also be part of your role, ensuring appropriate responses to requests for CAMHS services.

You will support the Office Manager in reviewing information systems and coordinating the administrative teams activities. On occasion, you will deputise for the Office Manager, ensuring the smooth running of the teams administrative functions.

Job description

Job responsibilities

Responding to emails and telephone enquiries sensitively and professionally will also be part of your role, ensuring appropriate responses to requests for CAMHS services.

Person Specification

Qualifications

Essential

GCSE English and Maths or equivalent

Desirable

Administration qualification

Knowledge

Essential

Proficient with MS Office suite, in particular Excel, Word and Outlook
Able to produce high quality correspondence and reports to meet specified deadlines

Desirable

Safeguarding knowledge
Data analysis and interpretation skills

Experience

Essential

Relevant experience of working in an office environment as an administrator
Experience of working as part of a team
Experience of working to deadlines and managing a high workload
Experience or managing diary systems and tracking information

Desirable

Experience of working in healthcare or public service administration
Experience of working in childrens service

Person Specification

Qualifications

Essential

GCSE English and Maths or equivalent

Desirable

Administration qualification

Knowledge

Essential

Proficient with MS Office suite, in particular Excel, Word and Outlook
Able to produce high quality correspondence and reports to meet specified deadlines

Desirable

Safeguarding knowledge
Data analysis and interpretation skills

Experience

Essential

Relevant experience of working in an office environment as an administrator
Experience of working as part of a team
Experience of working to deadlines and managing a high workload
Experience or managing diary systems and tracking information

Desirable

Experience of working in healthcare or public service administration
Experience of working in childrens service

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.