Job summary
Can you provide efficient, high quality people management? Do you have the organisational skills to support a large Administration team? If so, this is the job for you!
Our Office Manager will be responsible for the provision of effective administrative support to the NHS Oxfordshire Talking Therapies service, to ensure the service is well organised and efficiently run and to work with the Deputy Team Manager in the development and modernisation of clinical services and administration processes.
You will have delegated responsibility for the development and management of administrative and electronic systems to record and provide necessary data and information to Team Managers.
You will work closely with the Deputy Team Managers to induct all staff, clinical and administrative into the safe use of NHS Oxfordshire Talking Therapies accommodation and Trust systems. To manage and supervise all administrative staff within the team and to ensure the provision of efficient and effective administrative support to the service.
Main duties of the job
Management:
- Overseeing day-to-day management, clinical systems, health and safety, and administrative processes.
- Collecting, recording, and auditing relevant data, and reporting to the Senior Management Team.
- Managing referrals, screening, and allocation of new referrals.
- Ensuring documentation is maintained on PCMIS.
- Training and managing administrative staff.
- Liaising with patients, families, GPs, and other professionals to improve service accessibility.
- Facilitating communication within the team and with the Team Manager.
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
General Administration Management:
- Maintaining absence records, ESR documentation, and workforce management systems.
- Managing administrative staff, including rotas, sickness, absence, and training.
- Ensuring sufficient staffing for the self-referral system.
- Managing a delegated budget for office supplies and petty cash.
- Ordering supplies and maintaining records for audit purposes.
- Managing correspondence, including emergency and urgent contact.
- Attending meetings and taking minutes.
- Ensuring computerised patient records are maintained.
Training & Development:
- Inducting new staff on local policies, health & safety, and administration systems.
- Ensuring admin staff attend mandatory training.
- Attending mandatory and other relevant training courses.
Administrative Role:
- Contributing to administrative tasks, dealing with queries, data entry, and written communication.
- Assisting in service development and coordinating different work streams.
- Helping the Senior Management Team with diary and event management.
Building Manager Responsibility:
- Developing systems for building works and equipment maintenance.
- Conducting environmental risk assessments and reporting to the Health & Safety Office.
- Establishing and maintaining fire and evacuation procedures.
- Ensuring clinicians have appropriate desk space.
- Providing a safe environment with adequate space and clear information.
Job description
Job responsibilities
General Administration Management:
- Maintaining absence records, ESR documentation, and workforce management systems.
- Managing administrative staff, including rotas, sickness, absence, and training.
- Ensuring sufficient staffing for the self-referral system.
- Managing a delegated budget for office supplies and petty cash.
- Ordering supplies and maintaining records for audit purposes.
- Managing correspondence, including emergency and urgent contact.
- Attending meetings and taking minutes.
- Ensuring computerised patient records are maintained.
Training & Development:
- Inducting new staff on local policies, health & safety, and administration systems.
- Ensuring admin staff attend mandatory training.
- Attending mandatory and other relevant training courses.
Administrative Role:
- Contributing to administrative tasks, dealing with queries, data entry, and written communication.
- Assisting in service development and coordinating different work streams.
- Helping the Senior Management Team with diary and event management.
Building Manager Responsibility:
- Developing systems for building works and equipment maintenance.
- Conducting environmental risk assessments and reporting to the Health & Safety Office.
- Establishing and maintaining fire and evacuation procedures.
- Ensuring clinicians have appropriate desk space.
- Providing a safe environment with adequate space and clear information.
Person Specification
Qualifications
Essential
- Variety of previous office administration experience at a senior level
Desirable
- Willingness to undertake training
Skills
Essential
- Able to demonstrate good interpersonal and communication skills
- High levels of Knowledge of Microsoft Systems
- Ability to manage and prioritise own workload
- Data entry experience
Desirable
- Ability to use Patient related electronic record systems.
- Ability to cope effectively under pressure/with distractions.
Experience
Essential
- Experience of organising and managing an admin service
- Dealing with complaints
- Understanding of mental health issues
- Experience of managing staff
- Experience of dealing with complex and challenging situations
Desirable
Person Specification
Qualifications
Essential
- Variety of previous office administration experience at a senior level
Desirable
- Willingness to undertake training
Skills
Essential
- Able to demonstrate good interpersonal and communication skills
- High levels of Knowledge of Microsoft Systems
- Ability to manage and prioritise own workload
- Data entry experience
Desirable
- Ability to use Patient related electronic record systems.
- Ability to cope effectively under pressure/with distractions.
Experience
Essential
- Experience of organising and managing an admin service
- Dealing with complaints
- Understanding of mental health issues
- Experience of managing staff
- Experience of dealing with complex and challenging situations
Desirable
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
