DBS Administrator

Oxford Health NHS Foundation Trust; Oxford; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare trust in Oxford is seeking an experienced DBS Administrator on a 3-month temporary fixed-term contract. This role involves managing the administration of mandatory DBS checks, ensuring compliance, and maintaining up-to-date records. The ideal candidate will possess strong administrative and database skills, including proficiency in MS Excel and Access. Excellent communication skills and attention to detail are essential for this fast-paced environment. Join us to make a vital impact in a supportive team and contribute to our commitment to excellence.

Benefits

Excellent opportunities for career progression

Access to tailored learning and development

27 days annual leave, rising to 33

NHS Discount

Competitive pension scheme

Lease car scheme

Cycle to work scheme

Employee Assistance Programme

Mental Health First Aiders

Staff accommodation

Qualifications

• Proven experience in a busy administrative role, ideally within a large organisation.
• Strong working knowledge of databases with ability to input, manage, and extract data accurately.
• Excellent command of written and spoken English for professional correspondence.
• Exceptional organisational skills and attention to detail.

Responsibilities

• Accurately updating and maintaining the project's central database.
• Drafting and sending professional emails regarding outstanding DBS requirements.
• Proactively chasing employees and managers to ensure timely completion of checks.
• Maintaining meticulous records of all project activities and correspondence.
• Assisting with the general coordination of the project.

Skills

Administrative Skills

Database Proficiency

Communication

Organisation

Tools

MS Excel

MS Access

Job description

Overview

Are you an organised, immediately available administrator with excellent database skills? We have a short term project focused on managing essential Disclosure and Barring Service (DBS) checks. We are seeking a highly efficient and motivated DBS Administrator to join our team on a 3-month temporary fixed term contract. You will play a vital role in coordinating the administration of our mandatory DBS check project, ensuring all records are up-to-date and compliance is maintained across the Trust. This is a fast-paced role requiring immediate availability.

Responsibilities

• Database Management: Accurately updating and maintaining the project's central database with current employee and DBS information.
• Communication: Drafting and sending professional, clear emails to employees and managers regarding their outstanding DBS requirements.
• Chase Management: Proactively chasing employees and departmental managers via email and phone to ensure timely completion of checks.
• Record Keeping: Maintaining meticulous, confidential, and accurate records of all project activities, correspondence, and completed DBS statuses.
• Coordination: Assisting with the general coordination and smooth running of the project administration.
• 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.
• Flexible working: We are advocates of flexible working and many of our roles offer a range of employment options to help you balance your work and personal life.
• Mandatory and statutory training: Employees are expected to undertake mandatory and statutory training related to their role.
• Safety and inclusion: We are committed to safeguarding and promoting the welfare of children and vulnerable adults, and expect all staff to share this commitment.
• Organisational culture: We are ambitious in our pursuit of excellence, driven by a fair, just and fully inclusive organisational culture that reflects the communities we serve.
• New starter induction: All new starters have a thorough induction process, both local and Trust wide, aiming to create a supportive environment and to allow new employees to learn key elements of their role over a reasonable timescale.

Qualifications

• Administrative Skills: Proven experience in a busy administrative role, ideally within a large organisation dealing with volumes of work.
• Database Proficiency: Strong working knowledge of databases (e.g., MS Excel, Access, or equivalent bespoke systems) with the ability to input, manage, and extract data accurately.
• Communication: An excellent command of both written and spoken English is essential for professional correspondence and communication with staff and managers.
• Organisation: Exceptional organisational skills, attention to detail, and a commitment to maintaining accurate records.

About the Trust

Oxford Health NHS Foundation Trust is rated Good by the Care Quality Commission. 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 provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. 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. Oxford is a world‑renowned centre of excellence for research. Oxford Health works closely with the University of Oxford departments of Psychiatry and 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. 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 actively support anti‑racism, equality, diversity and inclusion, and encourage applications from under‑represented groups.

Benefits

• 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