Job vacancy: Lead Administrator, Oxford Health NHS Foundation Trust, Oxford

Job summary

Main area: Administration
Grade: Band 5
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 267-CH8249804

Employer: Oxford Health NHS Foundation Trust
Employer type: NHS
Site: Murray House
Town: Oxford
Salary: £32,073 - £39,043 per annum
Salary period: Yearly
Closing: 21/09/2026 23:59
Interview date: 16/10/2026

Lead Administrator

Band 5

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

To manage and coordinate the administration support for the 0-19 CYP Public Health Service in the Single Point Access (SPA), ensuring the Admin Team work to processes which are efficient and effective, meaning our patient experience is of the highest quality and free from avoidable delays in accessing treatment. Working closely with the operational and management teams to ensure our admin provision is supporting all parts of the service.
DUTIES AND RESPONSIBILITIES
• Ensure comprehensive, effective, and efficient administration provision for the 0-19 CYP Public Health Service
• Provide line management where appropriate to the B3 Administrators.
• Develop and maintain admin processes to support all patient pathways into and throughout the 0-19 CYP Public Health Service including ChatHealth
• Manage the allocation of tasks that form these processes through a reliable and robust Task Rota for the Team Administrators to work to
• Responsible for creating and implementing administrative systems including electronic filing systems templates, procedures, protocols and suggesting how systems can be improved.
• Ensure that all documentation for projects is kept up to date with version control.
• Organise and attend a range of meetings/events at operational and strategic level, providing support to the 0-19 CYP Public Health Operational Managers.
• Ensure that the relevant papers, reports and documents are circulated to relevant parties prior to meetings and correct records are compiled and stored from meetings.
• To maintain circulation lists and distribute appropriate information via this communication route.
• Support the Operational Management Team with Health & Safety such as completing Risk Assessments
• Assist with Building Management responsibilities such as liaising with Estates to ensure works are completed as we require and in a timely manner.
• Responsible for procurement and approval of items received, receipting and invoicing as appropriate to level of signatory (e.g., e expenses and e procurement) assuring efficient use is made of available resources.
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Person specification

Essential

Essential criteria

Previous Senior Administrator experience
Competent Data analysis and reporting skills
Office Management experience
Can demonstrate strong Leadership skills
Ability to prioritise own workload and that of the team in response to service demand
Competent across all Microsoft platforms including Excel

Desirable criteria

Previous line management experience
Previous experience of Electronic Health Records
Demonstrates excellent time management and multitasking

Desirable

Desirable criteria

Previous NHS experience

Desiarable

Desirable criteria

Able to work independently and as a member of a team.

essential

Essential criteria

Able to manage change

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