Job summary
To provide management and leadership to the reception/administration team and ensure that the administrationteam runs in a polite, efficient and safe way with the patient as the focus.The post holder will also ensure that the team has appropriate administration support.
Main duties of the job
To provide an efficient and effective comprehensive administrative support to the team/service.To manage the admin team across the Urgent Care Pathway. Ensuring support and development for theteam, including completion of timely appraisals and managerial supervision.Provide a polite and efficient reception service to visitors, patients and families, if required.To provide administrative support to the team ensuring that there are effective administrative systemsand procedures in operation.To ensure that high standards of data quality are maintained and pull data reports as required, for theteam.Suggest and make recommendations for improvement to existing administration procedures.To provide secretarial support to senior members of the team, utilising a high level of IT skills to producequality documentation to support the work of the team using the appropriate Microsoft software andadopting the Trust's corporate standards and style.To respond to email, telephone enquiries and written enquiries using a high level of initiative andresponding in a confidential and sensitive way and action in the appropriate way.To work with managers within Operational Services and IT to maintain data quality and makeimprovements to data collection where necessary.To ensure that the Trust's databases are up to date and all clinical data is entered appropriately.Assist in the induction of new staff, including organising local staff induction days and booking ontocorporate inductions.
About us
Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application please read the "candidate guide to making an application" and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.
As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast 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"
We offer a wide range of benefits designed to support your career and wellbeing. These include:
o Excellent opportunities for career progressiono Access to tailored individual and Trust wide learning and developmento 27 days annual leave, plus bank holidays, rising to 33 days with continuous serviceo NHS Discount across a wide range of shops, restaurants and retailerso Competitive pension schemeo Lease car schemeo Cycle to work schemeo Employee Assistance Programmeo Mental Health First Aiderso Staff accommodation (please note waiting lists apply)o Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description
Job responsibilities
To provide an efficient and effective comprehensive administrative support to the team/service.2. To manage the admin team across the Urgent Care Pathway. Ensuring support and development for theteam, including completion of timely appraisals and managerial supervision.3. To effectively line manage the team of administrators, including management of annual leave andsickness cover, any HR processes and recruitment within the admin team.4. Provide a polite and efficient reception service to visitors, patients and families, if required.5. To provide administrative support to the team ensuring that there are effective administrative systemsand procedures in operation.6. To ensure that high standards of data quality are maintained and pull data reports as required, for theteam.7. Suggest and make recommendations for improvement to existing administration procedures.8. To provide and coordinate administrative support for meetings as requested and to ensure follow upaction is completed, including producing and distributing notes of meetings, setting up meetings,preparing agendas, ensuring that a system is maintained to ensure correspondence/information isavailable for meetings.9. To maintain diaries and records for managers as needed, including arranging meetings, preparing papersand minute meetings where necessary. This includes organising meetings, coordinating the diaries ofteam members and providing administrative support as required.10. To provide secretarial support to senior members of the team, utilising a high level of IT skills to producequality documentation to support the work of the team using the appropriate Microsoft software andadopting the Trusts corporate standards and style.11. To respond to email, telephone enquiries and written enquiries using a high level of initiative andresponding in a confidential and sensitive way and action in the appropriate way.12. To communicate confidential and sensitive information on patients and policy issues, and complexinformation on directorate issues to external agencies.13. To accurately update computerised patient records, as required.14. To work with managers within Operational Services and IT to maintain data quality and makeimprovements to data collection where necessary.15. To ensure that the Trusts databases are up to date and all clinical data is entered appropriately.16. To collate staff records regarding training, annual leave and sickness leave etc.17. To oversee the ordering of team stationery through e-Procurement and manage teams petty cash. To beresponsible for raising and coding invoices under delegated responsibilities on both SharePoint and e-Procurement systems.18. To supervise admin/reception team, supporting the recruitment process as required.19. To provide mentorship, administrative process and procedural guidance to administrative staff across thepathway.20. Assist in the induction of new staff, including organising local staff induction days and booking ontocorporate inductions.21. Support the clinical team with roster building, managing roster requests, putting bank and agency shiftsout and maintaining safe numbers of staffing on the ward via the roster.22. Manage any administration related complaints or concerns, speaking with patients and/or families andcreating appropriate action plans with any learning from these.23. To be a central point of communication for the Leadership team and carry out ad hoc tasks as requested.24. To support the Team Manager with building management, liaising with the Estates department in relationto risk, security, essential repairs and maintenance and planned works.Please note:
Job description
Job responsibilities
To provide an efficient and effective comprehensive administrative support to the team/service.2. To manage the admin team across the Urgent Care Pathway. Ensuring support and development for theteam, including completion of timely appraisals and managerial supervision.3. To effectively line manage the team of administrators, including management of annual leave andsickness cover, any HR processes and recruitment within the admin team.4. Provide a polite and efficient reception service to visitors, patients and families, if required.5. To provide administrative support to the team ensuring that there are effective administrative systemsand procedures in operation.6. To ensure that high standards of data quality are maintained and pull data reports as required, for theteam.7. Suggest and make recommendations for improvement to existing administration procedures.8. To provide and coordinate administrative support for meetings as requested and to ensure follow upaction is completed, including producing and distributing notes of meetings, setting up meetings,preparing agendas, ensuring that a system is maintained to ensure correspondence/information isavailable for meetings.9. To maintain diaries and records for managers as needed, including arranging meetings, preparing papersand minute meetings where necessary. This includes organising meetings, coordinating the diaries ofteam members and providing administrative support as required.10. To provide secretarial support to senior members of the team, utilising a high level of IT skills to producequality documentation to support the work of the team using the appropriate Microsoft software andadopting the Trusts corporate standards and style.11. To respond to email, telephone enquiries and written enquiries using a high level of initiative andresponding in a confidential and sensitive way and action in the appropriate way.12. To communicate confidential and sensitive information on patients and policy issues, and complexinformation on directorate issues to external agencies.13. To accurately update computerised patient records, as required.14. To work with managers within Operational Services and IT to maintain data quality and makeimprovements to data collection where necessary.15. To ensure that the Trusts databases are up to date and all clinical data is entered appropriately.16. To collate staff records regarding training, annual leave and sickness leave etc.17. To oversee the ordering of team stationery through e-Procurement and manage teams petty cash. To beresponsible for raising and coding invoices under delegated responsibilities on both SharePoint and e-Procurement systems.18. To supervise admin/reception team, supporting the recruitment process as required.19. To provide mentorship, administrative process and procedural guidance to administrative staff across thepathway.20. Assist in the induction of new staff, including organising local staff induction days and booking ontocorporate inductions.21. Support the clinical team with roster building, managing roster requests, putting bank and agency shiftsout and maintaining safe numbers of staffing on the ward via the roster.22. Manage any administration related complaints or concerns, speaking with patients and/or families andcreating appropriate action plans with any learning from these.23. To be a central point of communication for the Leadership team and carry out ad hoc tasks as requested.24. To support the Team Manager with building management, liaising with the Estates department in relationto risk, security, essential repairs and maintenance and planned works.Please note:
Person Specification
Further Training or Job- Related Aptitude and Skills
Essential
- Ability to liaise with all professionals and levels in a confident and effective manner.
- Ability to manage and prioritise own workload
- Ability to produce good quality correspondence and reports.
- Ability to work to deadlines and prioritise a heavy workload, always ensuring attention to detail
Desirable
- Ability to work effectively under pressure/with distractions.
- Ability to draft and compile reports.
Experience
Essential
- Experience of working in a supervisory and/or leadership role.
- Experience of working with patients with mental health issues and/or challenging behaviour.
- Experience of using Microsoft Office computer programs, including Excel, Word, MS Teams and Outlook.
Desirable
- Experience of working in a management role.
- Experience of working in a healthcare environment.
Personal Qualities
Essential
- Able to communicate with staff across all levels of the organisation.
- Able to work as part of a team.
- Motivation, commitment and patient centred care values.
- Understanding of the need for confidentiality.
Knowledge Requirements
Essential
- Knowledge of project management or information analysis and interpretation.
- Working knowledge of email systems and electronic health records.
Desirable
- Working knowledge of email systems and electronic health records.
Person Specification
Further Training or Job- Related Aptitude and Skills
Essential
- Ability to liaise with all professionals and levels in a confident and effective manner.
- Ability to manage and prioritise own workload
- Ability to produce good quality correspondence and reports.
- Ability to work to deadlines and prioritise a heavy workload, always ensuring attention to detail
Desirable
- Ability to work effectively under pressure/with distractions.
- Ability to draft and compile reports.
Experience
Essential
- Experience of working in a supervisory and/or leadership role.
- Experience of working with patients with mental health issues and/or challenging behaviour.
- Experience of using Microsoft Office computer programs, including Excel, Word, MS Teams and Outlook.
Desirable
- Experience of working in a management role.
- Experience of working in a healthcare environment.
Personal Qualities
Essential
- Able to communicate with staff across all levels of the organisation.
- Able to work as part of a team.
- Motivation, commitment and patient centred care values.
- Understanding of the need for confidentiality.
Knowledge Requirements
Essential
- Knowledge of project management or information analysis and interpretation.
- Working knowledge of email systems and electronic health records.
Desirable
- Working knowledge of email systems and electronic health records.
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
