Administrator / Receptionist- Swindon

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

Do you have excellent communication skills?

Are you emotionally resilient?

Do you want an administration role where you can make a real difference?

If so and you're looking to join a unique administration team, the Swindon Child and Adolescent Mental Health team are keen to hear from you.

We are dedicated to supporting Consultant Psychiatrists, The Eating Disorder Service, Learning Disability CAMHS clinicians and other mental health staff who provide support to children and young people experiencing Mental Health issues. We are an extremely supportive team, and together we all make a real difference in the community.

The role can be challenging and will involve learning a great many different tasks, that together make up the role, and balancing them against the day to day needs of the service. It is a busy, active role, which will be rewarded by the buzz you get every day through knowing you have helped and supported children, young people and their families at a time when they have needed it most.

Main duties of the job

This is an administrative role which can be demanding and challenging and requires excellent communication skills to handle all contacts with confidence, compassion, patience and professionalism.

The main duties for this post are dealing with a high volume of calls both from service users and professionals, and actioning high volumes of tasks from the administration inbox. It also includes covering our Community Reception Desk - welcoming service users, visitors and clinicians to the site, arranging, rescheduling and cancelling appointments, booking room requests, processing both incoming and outgoing post, actioning voice messages received and monitoring and processing of any incoming team emails and referrals.

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 you are encouraged to read the “candidate guide to making an application” which is attached to all roles. Please include details around qualifications (including years these were gained particularly if we need to assess for clinical roles that these are still valid) and ensure that the supporting statement is tailored to the role you are applying for and addresses the essential criteria found in the JD.

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”

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:

• Excellent opportunities for career progression
• Individual and Trust wide learning and development
• 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
• NHS Discount
• Pension scheme
• Lease car scheme
• Employee Assistance Programme
• Mental Health First Aiders
• Staff accommodation (waiting lists may apply)
• Staff networking and support groups

• To accurately type and distribute letters and other documents as required
• To provide Admin and secretarial support to team members.
• Arrange and provide Admin Support for meetings including minute/note taking.
• To respond to email, telephone enquiries and written enquiries using a high level of initiative and responding in a confidential and sensitive way and action in the appropriate way.
• Use a range of software systems to support the delivery of the service.

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 within 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

Skills

• Please provide an example/s of where you have used IT Skills and packages to help you complete an administration task

Safeguarding

• Describe your approach to safeguarding children. How would you as an administrator, ensure their safety and well-being?

Scenario

• This role will require you to be able to adapt and prioritise, please explain below how you would deal with this scenario - You are dealing with an email, the phone rings and a patient buzzes at the front door

Experience

• Experience of working in a team setting, how did you support your colleagues?
• 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