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Job requirements
Requirements from the employer’s person specification. These describe the role, not your personal match.
Essential
5 listedRequirements the employer expects applicants to meet.
- Essential
Previous administrative experience
- Essential
Proficient across Microsoft Office and Excel
- Essential
Understands and adheres to the need for confidentiality
- Essential
Proven experience of general office skills
- Essential
Confident telephone manner and email responses
Desirable
5 listedAdditional qualities the employer would prefer.
- Desirable
Confident to work individually and as part of a team
- Essential
Previous NHS experience
- Essential
Experience of dealing with service users
- Essential
Attention to detail
- Essential
Flexible and willing to adapt to change
Job overview
To provide efficient administrative support to the CYP0-19 Public Health Service for the children, young people and families ,supporting the implementation of the Healthy Child Programme .
The post holder will be the main point of contact for the administration of appointments within the CYP 0-19 years service for parents/carers and young people of Oxfordshire.
The post holder will work within the team in our SPA(Single Point of Access).
Main duties of the job
To provide comprehensive timely administrative support to our Children and Young People Public Health Service, incorporating Health Visiting, School Health Nursing and Family Nurse Partnership.
Managing databases ,using Microsoft platforms ,Excel and updating information on Electronic Health Records.
Prioritise work accordingly ,following the CYP 0-19 Public Health Service Standard Operating Procedures (SOPS).
Responding to the needs of service and the clients in a timely manner.
Perform general office duties, including responding to emails and phone enquiries appropriately following Trust procedures.
Be able to work independently, proactively and as part of a team.
Standard Operating Proceedures.
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.
| 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 |
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
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Applying for this NHS job
This advert is for Administrator with Oxford Health NHS Foundation Trust in Oxford, England. It is listed as a Band 3 Administrator role. The advertised salary is £25,760 - £27,476 pro rata. The contract type is Permanent. The application deadline is 10 Sep 2026.
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