Team Administrator

Are you passionate about the emotional wellbeing of children and young people?

If so, the Bath and North East Somerset (B&NeS) Mental Health Support Team are looking for a part time administrator to compliment our current administration provision.

We are a friendly and welcoming team which consists of a Clinical Lead Psychologist, Clinical Team Manager, Deputy Team Manager, Supervisors, Education Mental Health Practitioners and an administrator.

Main duties of the job

Our clinical team provides interventions to 46% of schools across B&NES. As the team has developed, we require additional support to help clinicians with administrative requirements of their role.

Alongside another team administrator, the post holder will support the clinical team with ensuring that referrals are processed and allocated on the electronic health care record system (Rio). They will have frequent contact with parents / carers and young people to arrange appointments.

The role will involve ensuring that materials required for interventions are readily available. The post holder will require excellent organisation skills to ensure a smooth running of the office environment to support clinicians.

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 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
  
  
• 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
  
  
• Calling young people or parents / carers to book in appointments and to ensure correct outcome measures are completed in advance of appointments where possible.
  
  
• Process new referrals and accurately record patient information and treatment on a spreadsheet.
  
  
• Use electronic health care records system to record the current status of referrals.
  
  
• Answering telephone calls and taking accurate messages for clinicians.
  
  
• Supporting clinicians with printing intervention materials to be readily available to collect from the office.
  
  
• To pull data from reporting systems as required
  
  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
  
  Knowledge
  
  Essential criteria
  
  
• Good all-round IT knowledge.
  
  Qualifications
  
  Essential criteria
  
  
• Higher Education qualification (i.e. A-Level/NVQ 3 standard) or extensive equivalent/previous experience in an Administration role.
  
  
• GCSE English and Maths.
  
  Desirable criteria
  
  
• Administration/secretarial qualifications
  
  Skills
  
  Essential criteria
  
  
• Excellent organisation skills.
  
  
• Proficient with MS-Office suite, in particular Excel, Word and Outlook.
  
  
• Competent user of MS-Teams.
  
  
• Able to work effectively under pressure/cope with distractions.
  
  Experience
  
  Essential criteria
  
  
• Relevant experience of working in an office environment as an administrator.
  
  
• Experience of managing diary systems and tracking information.
  
  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