Office Manager

Transformationunitgm; Aylesbury; On-site; GBP 29,000 - 37,000; Full time

Job summary

A leading healthcare organization in Aylesbury is seeking an Office Manager to oversee administrative support for the Buckinghamshire Complex Needs Service. This role involves managing team operations, ensuring data quality, and training staff. The ideal candidate will have strong interpersonal skills and previous office administration experience, contributing to the delivery of outstanding care.

Benefits

Career Progression Opportunities

27 Days Annual Leave

NHS Discounts

Lease Car Scheme

Cycle to Work Scheme

Employee Assistance Programme

Mental Health First Aiders

Staff Accommodation

Qualifications

• Variety of previous office administration experience at a senior level.
• Willingness to undertake training.

Responsibilities

• Manage day-to-day operations of the team base.
• Act as Data Quality Lead and report findings.
• Train and manage team staff.

Skills

Interpersonal Skills

Communication Skills

Knowledge of Microsoft Systems

Workload Management

Patient Record Systems

Education

Office Administration Experience

Job description

Main area Administration Grade Band 5 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday 09:00am - 17:00pm) Job ref 267-BM7101767

Employer Oxford Health NHS Foundation Trust Employer type NHS Site Wing unit Town Aylesbury Salary £29,970 - £36,483 Per Annum Salary period Yearly Closing 01/06/2025 23:59

Office Manager

Band 5

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 ready to step up into a managerial admin role, or are you an admin looking for a change of pace?

We are seeking an Office Manager to join our Buckinghamshire Complex Needs Service!

In this role, you will be responsible for providing effective administrative support to our team, ensuring our service is well-organised and efficiently run. You will also collaborate closely with the Deputy Team Manager and Team Leader to develop and modernise our clinical services and administrative processes.

The Buckinghamshire Complex Needs Service is a specialist community service for individuals diagnosed with personality disorders or those who have traits of personality disorders. We offer group therapy catering to adults of all ages. Our goal is to help individuals manage their symptoms and improve their quality of life through structured therapeutic interventions.

Main duties of the job

• Manage Team Operations: Oversee the day-to-day management of the team base, including clinical management systems, patient-centred practices, health and safety procedures, and administrative processes.
• Data Quality and Reporting: Act as the Data Quality Lead, ensuring timely collection, recording, and auditing of activity data, and regularly report findings to the Team Manager.
• Referral and Appointment Systems: Establish and maintain systems for screening, prioritizing, and allocating new referrals, and ensure efficient management of the choose and book service for patients.
• Staff Training and Management: Train and manage team staff, ensuring mandatory training is up to date, conducting regular appraisals, and addressing any training needs or disciplinary issues.
• Building and Equipment Maintenance: Develop systems to ensure building works and equipment maintenance are carried out, including IT systems, and conduct regular environmental risk assessment.

The ability to travel independently between sites within the Trust is essential for this role.

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
• 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.

Person specification

Qualifications

• Variety of previous office administration experience at a senior level
• Willingness to undertake training

Skills

• Able to demonstrate good interpersonal and communication skills
• High levels of Knowledge of Microsoft Systems
• Ability to manage and prioritise own workload
• Ability to use Patient related electronic record systems.
• Ability to cope effectively under pressure/with distractions.

Experience

• Experience of organising and managing an admin service
• Dealing with complaints
• Understanding of mental health issues
• Experience of dealing with complex and challenging situations
• Previous NHS experience
• 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

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Name Helen Close Job title Team Leader Email address [e-mail] Telephone number 01865 904300 Additional information

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.

Therefore, if you don’t meet all the requirements of the role and are unsure about applying but are excited about the opportunity, please do get in touch. We will be happy to discuss the requirements in more detail ahead of making a written application.