Administrator

Transformation Unit; Abingdon; Remote; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Career progression opportunities

Learning and development

27 days annual leave + bank holidays

NHS discount

Competitive pension

Cycle to work scheme

Employee Assistance Programme

Mental Health First Aiders

Staff accommodation

Staff networking groups

Job summary

Oxford Health NHS Foundation Trust is seeking an organised administrator to join the First Contact & Primary Care Pathway team, supporting the smooth day-to-day running of the Out of Hours and Minor Injury Unit services.

You will produce timely reports, maintain databases and spreadsheets, assist audits, manage service information and supplies, respond to enquiries, take notes or minutes, and provide general clerical and reception cover.

Qualifications

• Evidence of good numeracy and literacy skills.
• Experience in data monitoring and reporting is desirable.
• Experience working in an NHS or NHS-adjacent environment is advantageous.

Responsibilities

• Provide administrative, secretarial and reception support to Out of Hours and Minor Injury Unit services.
• Produce reports and maintain databases, spreadsheets and workforce information.
• Handle phone and email enquiries and take accurate messages and minutes.

Skills

Numeracy skills

Literacy skills

Organisational skills

Minute taking

Report writing

Office IT (Word, Excel, Outlook)

Education

GCSE Maths or equivalent

GCSE English or equivalent

Tools

Excel

Word

Outlook

Job description

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

Are you organised, approachable and looking for a varied administrative role where you can make a real difference?

We are seeking a motivated administrator to join our First Contact & Primary Care Pathway team, supporting the smooth day-to-day running of our Out of Hours and Minor Injury Unit services.

Working within a friendly administration team, you will produce timely reports, maintain databases and spreadsheets, support audits, manage service information and supplies, respond to telephone and email enquiries, take accurate notes or minutes, and provide general clerical and reception cover. You may also travel between sites to help coordinate maintenance of the service’s vehicle fleet.

You will be accurate, patient-focused and able to manage a varied workload. Strong literacy, numeracy and IT skills are essential, including experience with Microsoft Word, Excel and Outlook, alongside the confidence to communicate professionally with colleagues, other professionals and the public. Previous office experience, the ability to travel between sites and a full UK manual driving licence are required. NHS experience, minute-taking, report writing and online communication skills would be an advantage.

Please note that some work may be required in the out of hours period as needed.

Main duties of the job

• Provide high-quality administrative, secretarial and reception support to the Out of Hours and Minor Injury Unit services'
• Produce timely reports and maintain accurate databases, spreadsheets, records, filing systems and workforce information.
• Complete routine daily, weekly and monthly administrative tasks, including data validation, clinical audit support and patient record management.
• Respond professionally to telephone and email enquiries, take accurate messages, and record action notes and meeting minutes.
• Maintain service information, including intranet and social media content, leaflets, contact lists, diaries, stationery and other supplies across sites.
• Support the day-to-day running of the service through general office duties and effective administration.
• Work collaboratively with colleagues, providing reception, clerical and cross-service cover as required.

Working for our organisation

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:

• 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

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.

We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.

Person specification

Knowledge

• Evidence of good numeracy skills
• Evidence of good literacy skills
• Evidence of good organisational skills
• Experience managing diary systems
• Experience of data monitoring

Qualifications

• GCSE Grade C or above in Maths or equivalent
• GCSE Grade C or above in English or equivalent

Skills

• Evidence of willingness to learn
• Evidence of minute taking experience
• Evidence of experience creating reports

Experience

• Proven experience of working in an office environment
• Experience of using Office computer programs including Excel, Word and Outlook
• Experience of working in the NHS

Personal Qualities

• Understanding of the need for confidentiality
• Evidence of customer focused approach
• Ability to liaise with all professionals and levels in a confident and effective manner
• Ability to deal with the public in a polite and effective manner
• Ability to manage own workload
• 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

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Helen Weston Job title Operational Support Officer Email address [e-mail] Telephone number 07795526005

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.