DBS Administrator

Oxford Health NHS Trust; Oxford; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare trust in Oxford is seeking a full-time DBS Administrator to manage essential DBS checks. The role is temporary until early April. Responsibilities include updating databases, communicating with staff regarding DBS requirements, and maintaining records. Previous administrative experience is essential, and candidates should possess strong database skills and attention to detail. The role demands immediate availability and offers a hybrid work model with on-site presence.

Benefits

Career progression opportunities

27 days annual leave, escalating to 33

NHS Discount

Competitive pension scheme

Employee Assistance Programme

Qualifications

• Proven experience in a busy administrative role.
• Strong knowledge of database systems with accurate data management skills.
• Excellent command of written and spoken English.

Responsibilities

• Updating and maintaining the project’s central database.
• Drafting emails regarding outstanding DBS requirements.
• Chasing employees and managers for timely completion of checks.
• Maintaining confidential and accurate records of all project activities.

Skills

Database Management

Communication

Chase Management

Record Keeping

Organisation

Tools

MS Excel

Access

Job description

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 temporary fixed term contract till the beginning of April. 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.

The team works on a hybrid working pattern and you must be able to come into the office on a Thursday. This may include other days dependent on team needs.

This is a fast-paced role requiring immediate availability. This role is full-time and cannot be offered on a part-time basis.

Main duties of the job

As the DBS Project Administrator, you will be responsible for the full range of administrative and coordination tasks, including:

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.

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:

• 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 responsibilities

Immediate Availability: You must be available to start work immediately.

Contract Length: Ability to commit to the full contract duration till the 4th April working full-time.

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.

Person Specification

• Please tell us about a project or piece of work you have supported that has required you to work to pace and tight deadlines

Data Entry

• Please tell us about any work you have done that requires data entry and high levels of attention to detail

Accountability

• Please tell us about a time you had to chase someone for information you required and the steps you took to ensure they met your deadlines.

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.