DBS Administrator

Oxford Health NHS Foundation Trust; Oxford; Hybrid; GBP 25,000 - 30,000; Full time

Job summary

A healthcare organisation is seeking a DBS Administrator to manage essential Disclosure and Barring Service checks. This full-time position requires immediate availability and is on a temporary contract until early April. Responsibilities include maintaining databases, communicating with staff, and keeping accurate records. The role is performed in a hybrid working environment but requires in-office attendance on Thursdays. Applicants should have strong administrative and database skills.

Benefits

Career progression opportunities

27 days annual leave plus bank holidays

NHS discounts

Competitive pension scheme

Lease car scheme

Cycle to work scheme

Employee Assistance Programme

Qualifications

• Proven experience in a busy administrative role, ideally within a large organisation.
• Strong knowledge of databases with accurate data management capabilities.
• Immediate availability to start work.

Responsibilities

• Update and maintain the project's central database with current employee and DBS information.
• Draft and manage professional emails regarding DBS requirements.
• Chase employees and managers to ensure timely completion of DBS checks.
• Maintain accurate records of all project activities.
• Assist with the coordination of project administration.

Skills

Administrative skills

Database proficiency

Organisational skills

Excellent communication

Tools

MS Excel

MS 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 motivatedDBS Administratorto join our team on atemporary 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 ahybrid working patternand you must be able to comeinto 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 the project administration.

Working for your 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

Essential Requirements

• 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.