Are you seeking a vacancy within a dedicated and unique administration team?
Do you have experience in a fast paced, varied administration role?
We are looking for an enthusiastic, empathetic individual who is well-organised and has a keen eye for detail, to join our team.
The Adult Mental Health Team, forming part of Oxford Health NHS Trust, based in the heart of Oxford City, are keen to hear from individuals who are interested in joining a unique administrative team. We are dedicated to supporting Doctors and other medical staff who provide support to Adults of working age experiencing Mental Health issues.
This is a special administrative role, which can be demanding, challenging and requires skill to handle all contacts with confidence, compassion, patience and professionalism. It sits within a larger team that is extremely supportive and together we all make a real difference in the community.
Good communication skills are essential together with high levels of emotional resilience. 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. Supporting everyone with their mental health has always been important to us but, never more so than now.
This post will be fulltime, Monday to Friday 9:00 to 17:00. You will be based at the Warneford Hospital working within one of our three sub-teams. Parking is currently available for staff.
Main duties of the job
The responsibilities of the role include, but are not limited to:
* To provide comprehensive administrative support to the AMHT.
* Managing all aspects of Doctors Outpatient Clinics – booking, rearranging, outcoming of appointments and ensuring all electronic databases are appropriately updated.
* Receive and deal with correspondence and take appropriate action.
* Receive telephone calls, 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.
* Audio and/or copy typing of letters and reports to patients, GPs and other professional agencies.
Working for our organisation
Oxford Health NHS Foundation Trust provides 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.
* Access to tailored individual and Trust wide learning and development.
* 27 days annual leave, plus bank holidays, rising to 33 days with continuous service.
* NHS Discount across a wide range of shops, restaurants and retailers.
* Competitive pension scheme.
* Lease car scheme.
* Cycle to work scheme.
* Employee Assistance Programme.
* Mental Health First Aiders.
* Staff accommodation (please note waiting lists may apply).
* Staff networking and support groups hosted by our Equality, Diversity & Inclusion team.
Detailed job description and main responsibilities
We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the “supporting statement” element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application. The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
If you have any questions about the role or the team, please do get in touch with Dee Kyaagba, Office and Administration Manager, on 07765545451.
So, if you have administration experience and are interested in working in a Mental Health setting, this could be the opportunity for you and just the team member we are looking for!
Person specification
Training and Qualifications
Essential criteria
* GCSE A-C or equivalent in English and Mathematics.
* Secretarial training or equivalent experience of MS Office, particularly Outlook, Word and Excel.
Knowledge and Experience
Essential criteria
* Extensive knowledge of Microsoft Office applications.
* Experience of working alongside multiple internal and external agencies.
* Experience of adapting to change and managing work in a changing environment.
* Proven experience of working in an office environment.
Desirable criteria
* Knowledge of Carenotes and eRS.
* Experience of working in NHS setting or similar healthcare setting.
Skills
Essential criteria
* Ability to manage and prioritise own workload.
* Excellent verbal and written communication skills.
* Attention to detail.
* Ability to manage diverse workload whilst dealing with frequent interruptions and a high volume of telephone calls.
Desirable criteria
* Experience of using digital transcribing solutions.
Personal qualities
Essential criteria
* Ability to cope effectively under pressure in a busy environment with high levels of emotional resilience.
* Flexible and responsive approach.
* To show respect and empathise with patients.
Desirable criteria
* A desire to work in Mental Health.
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.
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