Job summary
We are recruiting a full-time (37.5 hours per week) Band 4 Administrator to join the Chiltern Community Mental Health Team (CMHT) East and West. The post is based at Saffron House, High Wycombe, supporting both the Amersham (East) and High Wycombe (West) teams. The working pattern is Monday to Friday, 9:00am to 5:00pm.This is a key administrative role within a well-established and busy clinical service. The role includes referral management alongside wider administrative support to the multidisciplinary team.
We are looking for a well-motivated, conscientious and friendly person who is willing to learn and play a key role in improving the lives of the service users we work with. You will have contact with patients, relatives, other members of the public and professionals from partner organisations. You will have an important role in helping the service to run efficiently in a busy and sometimes demanding environment.
Main duties of the job
Candidates must be highly computer literate and able to demonstrate strong working knowledge of Microsoft Office, with good typing skills and excellent organisational and communication abilities. Previous office-based administrative experience is essential. The role requires confidence working independently, managing competing priorities and maintaining accuracy under pressure.The post will involve frontline tasks, including:
- Processing and managing incoming referrals accurately and efficiently
- Liaising with patients, referrers, clinicians and partner services
- Recording and maintaining information on electronic patient record systems
- Managing email and telephone enquiries from patients, relatives and professionals
- Booking appointments and supporting diary management
- Data entry and maintaining accurate records
- Providing reception cover when required
- Supporting the wider team with general administrative duties appropriate to the band
The successful candidate must be comfortable working in an environment where priorities can change quickly and workloads are consistently high.
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 you're 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:
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 apply)
Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description
Job 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. Please refer to the job description, person specification and guidance notes attached to this vacancy to help you tailor your application.The essential and desirable criteria will be used to shortlist for interview. You should ensure that you clearly address these within your application to maximise your chances of being selected.Key Responsibilities:
- To provide comprehensive and efficient administrative support to the CMHT across East and West services.
- To play a key role in the management and processing of referrals within the service.
- To undertake appointment booking, outcome recording and follow-up actions in line with service procedures.
- To ensure accurate data input and maintenance of electronic patient record systems in accordance with Trust policies and information governance standards.
- To respond to telephone, email and written enquiries from families, patients and professionals in a professional, confidential and sensitive manner.
- To produce high-quality documentation and correspondence using Microsoft Office applications in line with Trust corporate standards.
- To support the smooth running of the administrative function across East and West teams.
- To provide cross-cover within the administrative team during periods of annual leave, sickness or other absence.
- To maintain strict confidentiality at all times in line with Trust policies and safeguarding requirements.
Job description
Job 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. Please refer to the job description, person specification and guidance notes attached to this vacancy to help you tailor your application.The essential and desirable criteria will be used to shortlist for interview. You should ensure that you clearly address these within your application to maximise your chances of being selected.Key Responsibilities:
- To provide comprehensive and efficient administrative support to the CMHT across East and West services.
- To play a key role in the management and processing of referrals within the service.
- To undertake appointment booking, outcome recording and follow-up actions in line with service procedures.
- To ensure accurate data input and maintenance of electronic patient record systems in accordance with Trust policies and information governance standards.
- To respond to telephone, email and written enquiries from families, patients and professionals in a professional, confidential and sensitive manner.
- To produce high-quality documentation and correspondence using Microsoft Office applications in line with Trust corporate standards.
- To support the smooth running of the administrative function across East and West teams.
- To provide cross-cover within the administrative team during periods of annual leave, sickness or other absence.
- To maintain strict confidentiality at all times in line with Trust policies and safeguarding requirements.
Person Specification
Qualifications
Essential
- High level knowledge of Microsoft Word/Outlook/Excel/ PowerPoint
- Secretarial training to the level of NVQ2 or equivalent experiencw
- Word processing/touch typing
Desirable
- ECDL training
- Working knowledge of email systems and RiO
Experience
Essential
- Administration or secretarial experience
- Experience of working with confidential documents
Desirable
- Other admin or secretarial experience
- Experience of using digital transcribing solutions
personal qualities
Essential
- Excellent communication and organisational skills
- Ability to prioritise workload and use own initiative
- Ability to work effectively in a busy environment
- Ability to produce good quality correspondence and reports
Desirable
- Ability to compile and draft reports
- Ability to minute meetings
Person Specification
Qualifications
Essential
- High level knowledge of Microsoft Word/Outlook/Excel/ PowerPoint
- Secretarial training to the level of NVQ2 or equivalent experiencw
- Word processing/touch typing
Desirable
- ECDL training
- Working knowledge of email systems and RiO
Experience
Essential
- Administration or secretarial experience
- Experience of working with confidential documents
Desirable
- Other admin or secretarial experience
- Experience of using digital transcribing solutions
personal qualities
Essential
- Excellent communication and organisational skills
- Ability to prioritise workload and use own initiative
- Ability to work effectively in a busy environment
- Ability to produce good quality correspondence and reports
Desirable
- Ability to compile and draft reports
- Ability to minute meetings
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.
