Team Secretary - Adult Mental Health Team - Wallingford

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

Please note - this advert has been reposted therefore previous applicants to this position need not apply.

Are you looking for an exciting new career path in an award winning team?

The South Adult Mental Health team have a rare opportunity within their Admin team, where you can work in a team where wellbeing and supporting each other is at the upmost importance across the whole team. Our Admin team received the Highly Commended Exceptional People Award in February 2022 for all of our hard work and commitment and look forward to welcoming a new member to their team!

We assist with the care of patients over the whole of South Oxfordshire with bases in Wallingford, Abingdon, Didcot and Wantage . The admin team, work across all of these patches and are a vital part of the team, helping to accommodate great care and service to our community patients.

We help to enable the clinicians to concentrate on patient care by providing accurate and efficient admin support. This role would include providing administration support to a consultant, working within the current admin team , providing reception and phone cover.

This role requires all of the essential Microsoft Applications, Electronic Referral System (ERS) and working on our Rio systems which holds all patient data. You will be using all systems daily so a good understanding will really help you to excel.

We offer after probation period some weekly working from home days, that fit in with the need of the service.

Main duties of the job

Overriding duty of this role is to provide secretarial support to a consultant. Managing their diary, booking appointments, working alongside other secretaries offering phone and reception support.

We also have 2 inboxes one that the team send their work to be completed to, and the other is for patient correspondence. You will help to manage these when needed

Within this role some of the duties required are using our system Rio changing patient details, adding in events, outcoming appointments, adding in a clinical note when you have spoken with patients, updating patient details and uploading all relevant information

You will need to be able to communicate with people in a confident and positive manner as you work closely with the consultant and the rest of the team daily and will be speaking with patients that can be at times very unwell. You will be asked to liaise with external agencies to arrange Multi-Disciplinary Meetings (MDT)

Working for our organisation

We are a friendly team that consist, at the moment, of 11 members of staff working within the admin team, that takes care of the larger team consisting of clinicians made up of Consultants, Medics, Managers, Nurse’s, Occupational Therapist, Social Workers, Support Workers , Physical Health Support Workers, Peer Support Workers and we work along side Mind, Connections and Benefit workers.

These workers are spread across our 4 bases in Abingdon, Didcot, Wallingford and Wantage but cover the whole of South Oxfordshire.

We pride ourselves in taking care of staff wellbeing and have implemented a number of new spaces in our areas to accommodate this.

The team is very approachable and willing to help and share ideas and skills to ensure we have the best service possible

We are lucky to be working in the South Oxfordshire area as there are many green spaces and plenty of walks to be done in your lunch break.

Benefits of working for Oxford Health NHS Foundation Trust include:

• Excellent opportunities for career progression
• 27 days annual leave, plus bank holidays, with an increase to 33 days with continuous service
• NHS Discount across a wide range of shops, restaurants and retailers
• Staff accommodation
• Competitive pension scheme
• Lease car scheme
• Cycle to work scheme

• Microsoft skills come into play with the booking of appointments, appointment needs to be created in the calendars and rooms need to be booked. Letters need to be created (via Bighand) and sent to patients, GPs and others.
• Information will be kept on a spreadsheets to help manage all letters being sent outby the trust agreed breech date. We save our documents within Microsoft Teams so all documents can be access and amended by anybody within the team.
• Teams is used to make virtual appointments with patients which will be part of your role to book. We also hold a lot of our meetings via Teams. We use word for all the templates of our letters that you will be required to use and adapt to meet your needs.
• You will be required to help with annual leave cover this could be with phone cover and reception duties or helping to manage the admin inbox. Everyone in our team is responsible for contacting our Estates Department for any repairs and checking that work has been completed
• We have a weekly admin team meeting to discuss any processes that have changed or any problems or updates. We have an 8-weekly meeting with Team Managers to help address any issues, problems or changes we wish to make.
• We like to support all training needs, requirements and interests you may have, and we are a very keen to support with the progression of employees through Oxford Health.

This role is Monday – Friday 9am-5pm (37.5 Hour Per Week).

You must be able to travel to all bases via your own or public transport.

Please note:

• New starters have a 6 month probationary period. This, together with the induction process aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
• Candidates not currently employed by the Trust who attend an interview for non-qualified Band 1-5 posts are required to undertake numeracy and literacy assessments.
• 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.
• Employees are expected to undertake mandatory and statutory training related to their role.
• We positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation and we encourage applications from users of mental health services. This is part of our commitment to equality and reflecting the diversity of our population.
• Oxford Health is committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.

Person specification

Qualifications – Academic/Skills/Professional

• GCSE A-C or equivalent in English and Mathematics

• NVQ Level 2 in Admin or NVQ Level 2 Social Care Formal Secretarial Training

Further Training or Job Related Aptitude and Skills

• Word processing experience
• Good understanding of the General Data Protection Act

• Desire to attend courses relating to role, as appropriate.
• Experience of digital dictation systems and software

Experience

• Experience of working in an office environment
• Call handling experience

• NHS experience
• NHS experience or experience of working in a Social Care Setting

Personal Qualities

• Good communication skills with an empathetic approach High levels of emotional resilience Ability to work under pressure in
• Ability to work under pressure in a calm manner
• Flexibility in approach to work and the changing needs of the service/team.

• Desire to work in a Mental Health Setting

Contractual Requirements or other requirements

• Ability to travel between sites and to regional meetings
• 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.
• 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.
• Oxford Health is 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