Main area Administration Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday, 9am - 5pm, excluding Bank Holidays) Job ref 267-OC7099157
Site Raglan House Town Cowley Salary £26,530 - £29,114 Per annum/Pro Rata Salary period Yearly Closing 17/04/2025 23:59
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 for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
We actively support anti-racism, equality, diversity, and inclusion so, if you’re excited about this job opportunity and you meet our Trust values, but feel unsure about applying, then please get in touch and we will be happy to have a conversation with you.
We are also committed to increasing diversity in the workforce, that is why we actively encourage applications from those groups of people who are currently under-represented, which include amongst others: people with disabilities; men from all socio-economic backgrounds; people from diverse ethnic backgrounds; and people from the LGBTQIA+ community.
Good luck and we hope to hear from you.
Job overview
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.
Working for our organisation
Oxford Health is a great place to work. 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
* Lease car scheme
* Employee Assistance Programme
* Mental Health First Aiders
* Staff accommodation (waiting lists may apply)
* Staff networking and support groups
Detailed job description and main 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 team’s activities. On occasion, you will deputise for the Office Manager, ensuring the smooth running of the team’s administrative functions.
Person specification
Qualifications
* GCSE English and Maths or equivalent
Knowledge
* Proficient with MS Office suite, in particular Excel, Word and Outlook
* Able to produce high quality correspondence and reports to meet specified deadlines
* Safeguarding knowledge
* Data analysis and interpretation skills
Experience
* 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
* Experience of working in healthcare or public service administration
* Experience of working in childrens service
* All new starters have a thorough induction process, both local and Trust wide, which aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
* 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.
* We’re advocates of flexible working and many of our roles offer a range of employment options to help you balance your work and personal life.
* Employees are expected to undertake mandatory and statutory training related to their role.
* We are ambitious in our pursuit of excellence, driven by the belief that a fair, just and fully inclusive organisational culture enables our teams to deliver the best quality of care and services possible and we work hard to ensure that our diverse workforce reflects the communities that we serve.
* We welcome applications from all sections of the community, are an Equal Opportunities employer with a number of internal networking groups to support our employees and where possible will always look to make reasonable adjustments in order that you can fulfil the role to recognise your full potential. All our employees are committed to demonstrating through their behaviour our core values – safe, caring and excellent.
* We are committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.
* Oxford is a world-renowned centre of excellence for research. Oxford Health works closely with the University of Oxford department of Psychiatry and the Department of Primary care, has a Biomedical Research Centre dedicated to improving mental health and the NIHR Clinical Research Facility at the Warneford site. The Trust also hosts the NIHR Applied Research Collaboration (ARC) which carries out applied research that directly impacts patient health and wellbeing.
Employer certification / accreditation badges
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Name Allie Absolom Job title Office Manager Email address Allie.Absolom@oxfordhealth.nhs.uk Telephone number 07741107286 Additional information
At Oxford Health NHS Foundation Trust we want to employ people not just with experience, but with the aptitude and motivation to succeed and whose values resonate with our own.
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