Ward Administrator - Oxford

1. To provide administrative service to the ward manager, ward consultant including the junior doctors and other ward team members as required.
2. Maintain diaries and records for the ward consultant and their team, which include arranging meetings, preparing papers and minute meetings where necessary.
3. Co-ordinating arrangements for patient review meetings ensuring all appropriate parties are invited.
4. Receive and deal with correspondence and take appropriate action.
5. Receive telephone calls using a high level of initiative and responding in a confidential and sensitive way and action in the appropriate manner. This may include highly sensitive information such as emergency calls, and calls from distressed patients or relatives, etc.
6. Audio or copy typing of letters and reports (including discharge summaries) to patients, GPs and other professional agencies.
7. Take responsibility for maintaining estates issues on the ward and ensuring their follow up.
8. Ensure the Trust's activity databases are up to date and that all clinical data is entered accordingly.
9. Ensure that client related documentation is entered onto databases for all patients within the team caseload.
10. Work with managers within Operational Services and within IT support to maintain data quality and make improvements to data collection where necessary.
11. Assist the ward manager in achieving Trust targets on data quality by reviewing reports.
12. Collate staff records regarding training, annual leave, sickness leave etc.
13. Assist with the induction process for new staff.
14. Photocopying, collating and processing information and any similar duties which may be necessary in order to facilitate the secretarial and administrative work.
Other Responsibilities:
1. To ensure confidentiality and security of patient data is maintained at all times in compliance with the Data Protection Act.
2. To ensure confidentiality of staff, patients and carers is maintained in line with Trust policy.
3. To work closely with team members, provide a flexible service and be willing to assist other staff as and when required.
4. To work as a member of a team to assist the smooth running of the secretarial and administrative provision and delegation of work load.
5. To attend appropriate mandatory training courses in line with requirements of the role, Health and Safety Regulations and as part of personal development, e.g. systems training, fire awareness training, appraisals.
6. To carry out any other duties as requested by the Clinical Leadership Team to ensure the quality of service provided by the team.
Please note:
+ New starters have a 6 month probationary period. This, together with the induction process aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
+ Candidates not currently employed by the Trust who attend an interview for non-qualified Band 1-5 posts are required to undertake numeracy and literacy assessments.
+ 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 positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation and we encourage applications from users of mental health services. This is part of our commitment to equality and reflecting the diversity of our population.
+ 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.
+ 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

Do you have excellent attention to detail? Are you caring, compassionate and good with people?
We are looking for an enthusiastic, flexible, empathetic and self-motivated individual to work within out team, based at the Cherwell ward at the Fulbrook Centre, in Oxford.
You will work with the whole of the multidisciplinary team to provide direct administrative support., We'll need to have proven administrative experience with a good eye for detail, excellent communication, administrative and organisational / prioritisation skills, knowledge of Microsoft Office, Word, Excel, managing Outlook diaries, and minute taking and will be able to liaise with employees at all levels.
We'll also need you to have the skills to handle all contacts confidently with compassion, patience and professionalism. The role will suit someone who enjoys being busy, where they would be able to work as a part of a team, as well as using their own initiative. This is an important role which helps run an efficient service but is also an extremely rewarding one.

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.

In return you will receive support and development from the team and the Trust itself, such as continuing professional development, opportunity to undertake apprenticeships, yearly appraisals etc.
Benefits of working for Oxford Health NHS Foundation Trust include:
+ Excellent opportunities for career progression
+ 27 days annual leave, plus bank holidays, with an increase to 33 days with continuous service
+ NHS Discount across a wide range of shops, restaurants and retailers
+ Staff accommodation
+ Competitive pension scheme
+ Lease car scheme
+ Cycle to work scheme