Do you have excellent attention to detail? Are you caring, compassionate and good with people?
We are looking for an enthusiastic, flexible, empathetic and self-motivated individual to work within our team, based at the Cherwell ward at the Fulbrook Centre, in Oxford.
You will work with the whole of the multidisciplinary team to provide direct administrative support.
Main duties of the job
We'll need to have proven administrative experience with a good eye for detail, excellent communication, administrative and organisational / prioritisation skills, knowledge of Microsoft Office, Word, Excel, managing Outlook diaries, and minute taking and will be able to liaise with employees at all levels.
We'll also need you to have the skills to handle all contacts confidently with compassion, patience and professionalism. The role will suit someone who enjoys being busy, where they would be able to work as a part of a team, as well as using their own initiative. This is an important role which helps run an efficient service but is also an extremely rewarding one.
About us
In return you will receive support and development from the team and the Trust itself, such as continuing professional development, opportunity to undertake apprenticeships, yearly appraisals etc.
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
* Lease car scheme
* Cycle to work scheme
Job responsibilities
Main Tasks:
1. To provide administrative service to the ward manager, ward consultant including the junior doctors and other ward team members as required.
2. Maintain diaries and records for the ward consultant and their team, which include arranging meetings, preparing papers and minute meetings where necessary.
3. Co-ordinating arrangements for patient review meetings ensuring all appropriate parties are invited.
4. Receive and deal with correspondence and take appropriate action.
5. Receive telephone calls using a high level of initiative and responding in a confidential and sensitive way and action in the appropriate manner. This may include highly sensitive information such as emergency calls, and calls from distressed patients or relatives, etc.
6. Audio or copy typing of letters and reports (including discharge summaries) to patients, GPs and other professional agencies.
7. Take responsibility for maintaining estates issues on the ward and ensuring their follow up.
8. Ensure the Trust's activity databases are up to date and that all clinical data is entered accordingly.
9. Ensure that client related documentation is entered onto databases for all patients within the team caseload.
10. Work with managers within Operational Services and within IT support to maintain data quality and make improvements to data collection where necessary.
11. Assist the ward manager in achieving Trust targets on data quality by reviewing reports.
12. Collate staff records regarding training, annual leave, sickness leave etc.
13. Assist with the induction process for new staff.
14. Photocopying, collating and processing information and any similar duties which may be necessary in order to facilitate the secretarial and administrative work.
Other Responsibilities:
1. To ensure confidentiality and security of patient data is maintained at all times in compliance with the Data Protection Act.
2. To ensure confidentiality of staff, patients and carers is maintained in line with Trust policy.
3. To work closely with team members, provide a flexible service and be willing to assist other staff as and when required.
4. To work as a member of a team to assist the smooth running of the secretarial and administrative provision and delegation of workload.
5. To attend appropriate mandatory training courses in line with requirements of the role, Health and Safety Regulations and as part of personal development, e.g. systems training, fire awareness training, appraisals.
6. To carry out any other duties as requested by the Clinical Leadership Team to ensure the quality of service provided by the team.
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
Education and Training
* Secretarial skills Secretarial training to the level of NVQ2 or equivalent experience
* ECDL or equivalent knowledge
Occupational Experience
* Ability to deal with the public in a polite and effective manner (this may include patients and carers)
* Ability to liaise with all levels of professionals in a confident and effective way (with internal and external stakeholders)
Skills required - IT / Admin
* Working knowledge of Microsoft Office
* Word processing/touch typing
* Ability to manage and prioritise own workload
* Ability to produce good quality correspondence and reports
* Ability to minute meetings
* Organisational skills/managing diary system and tracking information
* Experience of using digital transcribing solutions
* Ability to compile and draft reports
* Data analysis and interpretation skills
Personal Qualities
* Excellent communication skills and professional manner
* Able to work as part of a team
* Able to cope effectively under pressure/with distractions
* Able to work under limited supervision Confidentiality
Other Requirements
* Flexibility
* Willingness to undertake future training
* An understanding of mental health
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.
Employer name
Oxford Health NHS Trust
Address
Cherwell Ward, Fulbrook Centre, Churchill Hospital site
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