[ref. e02604024] NHS - Office Manager - CAEDS - Oxford

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 that this is an internal only role and therefore only current employees of Oxford Health are eligible to apply

In this role, no two days are the same. If you enjoy variety and a challenge, this is the perfect role for you.

We're a friendly and approachable team, who are incredibly supportive; we know how important it is to have a good team around you to succeed and be happy at work.

As Office Manager, you'll be based within CAMHS Eating Disorders Service at Raglan House in Oxford and be responsible for the provision of effective administrative support to the teams and their admins, ensuring the service is well organised and efficiently run.

You'll also supporting the Team Manager in the continuing development of the service and administration processes as well as the smooth running of the Raglan House reception.

We have plenty of learning opportunities and there are always projects available for you to get involved with to really help progress your career. You'll also be able to network within most services of the Directorate, meaning you'll be exposed to how we support mental health across Oxfordshire and the South West.

If you thrive in a busy office environment, have excellent organisational and interpersonal skills and experience of supervising an admin function then we would love to hear from you!

• The day-to-day management of the admin team, the organisation of effective clinical management systems, client- and family-centred practices, health and safety procedures and administrative processes.
• The management of all administrative staff, including managing rotas, monitoring sickness and absence, annual leave, and study leave.
• Ensuring that staff mandatory training is up to date and regular appraisals are completed with staff to identify any other training requirements.
• Organising appropriate induction of new staff and managing disciplinary issues in accordance with Trust policies.
• Developing systems to ensure all building works and equipment maintenance is carried out, including making sure that any necessary works are requested through GFM/Estates and undertaken accordingly. This includes all Information Technology Systems, reporting any faults and arranging for maintenance as require

Please refer to the job description attached for a comprehensive list of duties

Working for our organisation

Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.

Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible

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
• 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 may apply)
• Staff networking and support groups hosted by our Equality, Diversity & Inclusion team

Detailed job description and main responsibilities

Please refer to the job description and guidance notes attached for further information on this role

Person specification

Qualifications

• Higher Education qualification (i.e. 'A' Level/NVQ III standard) or equivalent/previous experience in an Administration Assistant role

Experience/Skills

• Proven experience of working in an office environment
• Experience of using Office computer programs including Excel, Word, MS Teams and Outlook
• Ability to produce good quality correspondence and reports
• Organisational skills/managing diary systems and tracking information

• Experience of working in a management/supervisory role

Other Skills

• Ability to work to deadlines and prioritize a heavy workload, always ensuring attention to detail
• Ability to liaise with all professionals and levels in a confident and effective manner

Personal qualities

• Able to communicate with staff across all levels of the organisation
• Able to work as part of a team
• Ability to cope effectively under pressure
• Able to work effectively within a team environment
• Able to work in a busy but supportive environment
• 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