Administrator

Oxford Health NHS Trust; Oxford; On-site; GBP 23,000 - 26,000; Full time

Job summary

Oxford Health NHS Trust is seeking a capable Administrator to support the CYP 0-19 Public Health Service in Oxfordshire. You will handle appointment administration, data entry, and maintain Electronic Health Records within the SPA team.

Strong Microsoft Office skills and confidentiality are essential, as is the ability to work independently and collaboratively with clinicians and families. The role involves diary management, responding to inquiries, and ensuring timely, accurate information flow

Qualifications

• Previous NHS administration experience preferred.
• Experience with NHS Business administration processes.
• Proficient in Microsoft Office and data entry.
• Ability to manage multiple diaries and appointments.

Responsibilities

• Provide comprehensive administrative support to the 0-19 CYP Public Health Service.
• Input and maintain patient information in Electronic Health Records.
• Schedule appointments and manage clinician diaries.
• Take and transcribe meeting minutes and maintain filing systems.

Skills

Good communication skills (written & v

Organisational skills

Autonomous yet collaborative

Confidentiality

Problem solving

Education

NVQ Level 2 in business administration

GCSE Maths & English

ECDL/ICDL

Tools

Microsoft Office

Excel

Electronic Health Records (EHR)

Job description

To provide efficient administrative support to the CYP0-19 Public Health Service for the children, young people and families ,supporting the implementation of the Healthy Child Programme . The post holder will be the main point of contact for the administration of appointments within the CYP 0-19 years service for parents/carers and young people of Oxfordshire. The post holder will work within the team in our SPA(Single Point of Access). To provide comprehensive timely administrative support to our Children and Young People Public Health Service, incorporating Health Visiting, School Health Nursing and Family Nurse Partnership. Managing databases ,using Microsoft platforms ,Excel and updating information on Electronic Health Records. Prioritise work accordingly ,following the CYP 0-19 Public Health Service Standard Operating Procedures (SOPS). Responding to the needs of service and the clients in a timely manner. Perform general office duties, including responding to emails and phone enquiries appropriately following Trust procedures. Be able to work independently, proactively and as part of a team. Standard Operating Proceedures.

JOB PURPOSE

To provide efficient administrative support to the 0-19 CYP Public Health Service for the children, young people, and families, supporting the implementation of the 0-19 Healthy Child Programme (HCP) Accurately inputting data and maintaining database information systems. This includes collating information from partner services and organisations. The post holder will be the main point of contact for the administration of appointments within the 0-19 CYP Public Health Service for parent/carers and young people, in Oxfordshire. The Post Holder will work as part of the Single Point of access (SPA). When appropriate hold a ChatHealth Licence to provide administrative support to the practitioners working on the platform.

DUTIES AND RESPONSIBILITIES

Clinical responsibilities: To provide comprehensive, timely administrative support to the 0-19 CYP Public Health Service. Working within a Single Point of Access (SPA). databases and Microsoft Office Responsible for accurately inputting, correcting, and closing patient information on their Electronic Health Records (EHR), using relevant clinical applications. Ensuring that all referrals received are tracked through to team allocation and any problems are resolved. Prioritise workload, accordingly, following the 0-19 CYP Public Health Service , Standard Operating Procedures (SOPs) and policies, responding to the needs of service and the clients in a timely manner. Have good organisational abilities, to be able to manage own workload and contribute to the organisation of the relevant team. Communicate politely and effectively with clients, healthcare staff, and others, courteously and responsively. Establish and maintain clinician and clinic diaries, arranging meetings, making appointments, and resolving diary conflicts. Scheduling and re-arranging diary entries, ensuring accurate record keeping and outcoming of appointments. To perform general office duties including responding to email and phone enquiries. Answering the telephone, taking, and recording messages accurately, responding to queries appropriately, following Trust procedures and protocols and organise the maintenance of the electronic filing systems for the relevant team. Taking and producing accurate meeting minutes and follow up any actions arising. To maintain service supplies: order, check, maintain and distribute equipment and supplies for the team as required. Then receipt orders. Undertake photocopying and scanning as required. Contacting the Estates or Facilities Department to carry out repairs, checking work has been undertaken to satisfaction. Provide cover for other team members and provide cross cover within the directorate and across the Trust as required. To provide feedback to 0-19 CYP Public Health Service managers to improve ways of working within the team and to assist managers in the development, testing and implementation of new IT, telephony, and information systems. escalating to line manager/LTL any concerns with undertaking any tasks. Band: 3 Criteria for Selection Essential Requirements Desirable Requirements Knowledge Requirements Good general level of education Previous experience in administrative role Previous experience in NHS Business administration BTEC Qualifications/Academic/Skills/ Professional GSCE pass in Maths & English Qualification at NVQ Level 2 or equivalent NVQ2 in business administration or equivalent or office/administration experience ECDL (European Computer Driving License) or equivalent experience Further training or job-related aptitude and skills Motivated and enthusiastic Competent in using various Microsoft Office applications. Understands and adheres to the need for confidentiality. Interpersonal skills, face to face and telephone Ability to accurately maintain records and electronic filing systems. Able to plan own workload and prioritise work of several managers following local policy Aptitude to take and transcribe minutes. Good communication skills written and verbal Ability and willingness to attend training away from the workplace Ability and willingness to travel between community team locations independently, as required by the organisation Ability to rotate job base as needs of service require Ability to work autonomously and as part of a team to deliver team objective Proactive approach Ability to problem solve and prioritise Experience in use of other databases/IT systems Experience Experience of working in a Team Microsoft Office skills Experience of dealing with Service Users Experience of diary management Experience of working in a health- related or educational environment Personal Qualities Good communication skills written & verbal. Accurate attention to detail Demonstrates a non-judgmental approach. Excellent interpersonal skills Flexible towards needs of team and service with a willingness to adapt to necessary change Empathic and respect for the rights and needs of others Commitment to service users and the team, and the wider Trust to improve the service given as necessary Contractual or other requirements Ability to travel across a defined location independently, as required by the organization.