Job summary

Main area

Administration

Grade

Band 3

Contract

Permanent

Hours

Full time
Part time

37.5 hours per week

Job ref

267-CH8186306

Employer: Oxford Health NHS Foundation Trust
Employer type: NHS
Site: Murray House Jordan Hill Business Park
Town: Oxford
Salary: £25,760 - £27,476 pro rata
Salary period: Yearly
Closing: 10/09/2026 23:59

Administrator

Band 3

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.

Detailed job description and main responsibilities

JOB PURPOSE

To provide efficient administrative support to the 0-19 CYP Public Health Service for the children, young people, and families, supporting the implementation of the 0-19 Healthy Child Programme (HCP)

Accurately inputting data and maintaining database information systems. This includes collating information from partner services and organisations. The post holder will be the main point of contact for the administration of appointments within the 0-19 CYP Public Health Service for parent/carers and young people, in Oxfordshire.

The Post Holder will work as part of the Single Point of access (SPA). When appropriate hold a ChatHealth Licence to provide administrative support to the practitioners working on the platform.

DUTIES AND RESPONSIBILITIES

Clinical responsibilities:

· To provide comprehensive, timely administrative support to the 0-19 CYP Public Health Service. Working within a Single Point of Access (SPA).

· databases and Microsoft Office Responsible for accurately inputting, correcting, and closing patient information on their Electronic Health Records (EHR), using relevant clinical applications.

· Ensuring that all referrals received are tracked through to team allocation and any problems are resolved.

· Prioritise workload, accordingly, following the 0-19 CYP Public Health Service, Standard Operating Procedures (SOPs) and policies, responding to the needs of service and the clients in a timely manner.

· Have good organisational abilities, to be able to manage own workload and contribute to the organisation of the relevant team.

· Be able to work independently, proactively and as part of a team.

· Communicate politely and effectively with clients, healthcare staff, and others, courteously and responsively.

· Establish and maintain clinician and clinic diaries, arranging meetings, making appointments, and resolving diary conflicts. Scheduling and re-arranging diary entries, ensuring accurate record keeping and outcoming of appointments.

· To perform general office duties including responding to email and phone enquiries. Answering the telephone, taking, and recording messages accurately, responding to queries appropriately, following Trust procedures and protocols and organise the maintenance of the electronic filing systems for the relevant team.

· Taking and producing accurate meeting minutes and follow up any actions arising.

· To maintain service supplies: order, check, maintain and distribute equipment and supplies for the team as required. Then receipt orders.

· Undertake photocopying and scanning as required.

· Contacting the Estates or Facilities Department to carry out repairs, checking work has been undertaken to satisfaction.

· Provide cover for other team members and provide cross cover within the directorate and across the Trust as required.

· To provide feedback to 0-19 CYP Public Health Service managers to improve ways of working within the team and to assist managers in the development, testing and implementation of new IT, telephony, and information systems. escalating to line manager/LTL any concerns with undertaking any tasks.

PERSON SPECIFICATION

Band: 3
Criteria for Selection	Essential Requirements	Desirable Requirements
Knowledge Requirements	• Good general level of education • Previous experience in administrative role	Previous experience in NHS Business administration BTEC
Qualifications/Academic/Skills/ Professional	• GSCE pass in Maths & English • Qualification at NVQ Level 2 or equivalent • NVQ2 in business administration or equivalent or office/administration experience	ECDL (European Computer Driving License) or equivalent experience
Further training or job-related aptitude and skills	• Motivated and enthusiastic • Competent in using various Microsoft Office applications. • Understands and adheres to the need for confidentiality. • Interpersonal skills, face to face and telephone • Ability to accurately maintain records and electronic filing systems. • Able to plan own workload and prioritise work of several managers following local policy • Aptitude to take and transcribe minutes. • Good communication skills written and verbal • Ability and willingness to attend training away from the workplace • Ability and willingness to travel between community team locations independently, as required by the organisation • Ability to rotate job base as needs of service require • Ability to work autonomously and as part of a team to deliver team objective • Proactive approach • Ability to problem solve and prioritise	Experience in use of other databases/IT systems
Experience	· Experience of working in a Team · Microsoft Office skills · Experience of dealing with Service Users · Experience of diary management	Experience of working in a health- related or educational environment
Personal Qualities	• Good communication skills written & verbal. • Accurate attention to detail • Demonstrates a non-judgmental approach. • Excellent interpersonal skills • Flexible towards needs of team and service with a willingness to adapt to necessary change • Empathic and respect for the rights and needs of others • Commitment to service users and the team, and the wider Trust to improve the service given as necessary
Contractual or other requirements	• Ability to travel across a defined location independently, as required by the organisation • Ability to rotate job base as needs of service require

Person specification

Essential

Essential criteria

Previous administrative experience
Proficient across Microsoft Office and Excel
Understands and adheres to the need for confidentiality
Proven experience of general office skills

Desirable criteria

Previous NHS experience
Experience of dealing with service users
Attention to detail
Flexible and willing to adapt to change

Essential

Essential criteria

Confident telephone manner and email responses

Desirable

Desirable criteria

Confident to work individually and as part of a team

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