Senior Administrator
Oxford
Full Time
£28,392 - £31,157 per annum
Expires: 19/11/2026
Band 4
Permanent
About the Role
Job overview
Are you a highly organized and professional individual with a passion for supporting mental health services?
Join our dedicated team at the NHS Oxfordshire Talking Therapies Service as a Senior Administrator!
About Us:
The NHS Oxfordshire Talking Therapies Service is committed to providing accessible and confidential mental health support to our community. We pride ourselves on delivering high-quality care and ensuring that every interaction is handled with the utmost professionalism.
You will work closely with the Office Manager to ensure all Admin tasks and referrals including
data entry is accurately gathered and recorded. The post holder will provide Administration support for all
staff within the service including working with the external organisations in partnership with the service.
Main duties of the job
Maintain high data quality by accurately updating patient records and ensuring information security in line with data protection laws and local policies. Handle telephone, email, and written inquiries by following standard procedures, using initiative, and responding confidentially and sensitively.
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Manage high call and email volumes, communicate efficiently and sympathetically with self-referring individuals, and input data into electronic records.
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Liaise with patients and carers according to confidentiality policies to support effective treatment.
- Provide a courteous and efficient reception service to visitors.
- Complete the administrative rota bi-weekly, ensuring adequate coverage at all times.
- Cover all daily administrative tasks, particularly during absences, and complete the daily checklists.
- Assign suitable tasks to Band 3 staff to ensure the service runs smoothly and to foster staff development.
- Supervise Band 3 project tasks and provide support when needed.
- Supervise and manage Band 3 staff, with support from the Office Manager as needed, hold regular one-on-one meetings, and participate in the recruitment/interview process.
- Oversee the induction program for new administrative staff actively.
- Organise and participate actively in regular team meetings for Band 3 staff.
Working for our organisation
Please note that this role will require us to undertake a DBS check as a part of your onboarding.
Give yourself the best chance of success by reviewing our Applicant Guide before applying. Your supporting statement should clearly demonstrate how you meet the essential criteria for the role.
Oxford Health delivers physical, mental health and social care services across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. Our vision is "Outstanding care delivered by an outstanding team", and our values are Caring, Safe and Excellent.
We are proud to offer a supportive working environment with opportunities for career progression, learning and development, generous annual leave, pension benefits, wellbeing initiatives and staff networks
Detailed job description and main responsibilities
Work along side managers within Operational Services and IT to maintain data quality and make improvements to data collection where necessary and recognise when advice and guidance is needed and to seek appropriate support from senior clinical and Operational Management Team. This will include having regular individual and group supervision.
Responsibilities include:
- Manage the team’s electronic diary system and ensure all clinics and appointments are booked appropriately.
- Provide administrative support to members of team utilising a high level of IT skills to produce quality documentation to support the work of the team using, the appropriate Microsoft software and adopting the Trust’s corporate standards and style.
- Assist colleagues in the use of PCMIS, the patient record system.
- Ensure that the Trust’s databases are up to date and all clinical data is entered appropriately.
- Collate staff records regarding training, annual leave and sickness leave etc.
- Order team stationery through e-procurement and manage team’s petty cash. To be responsible for raising and coding invoices under delegated responsibilities on both SharePoint and E-Procurement systems.
- Manage Administrative Assistants in the team.
Please review the Job Description provided to have a full view of what is required for this position.
Person specification
Knowledge
Essential criteria
- Experience of Data Input in an accurate manner with attention to detail and ability to talk and type.
Desirable criteria
- Experience of supervising administrative staff.
Qualifications
Essential criteria
- Higher Education qualification (i.e., 'A' Level/NVQ III standard) or equivalent/previous experience in an Administration role.
Experience
Essential criteria
- Proven experience of working as an Administrator in an office environment.
Desirable criteria
- NHS experience
Documents to Download
Job description (PDF, 282.9KB)
Guidance Notes for Candidates Applying for a job at OHFT (PDF, 424.6KB)
Recruiter Contact Details
Name: Isabel Mowbray
Title: Office Manager - NHS Oxfordshire Talking Therapies
Email: [email protected]
Telephone: 01865 901222