Senior Administrator

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.

• Manage high call and email volumes, communicate efficiently and sympathetically with self-referring individuals, and input data into electronic records.
• 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.

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.

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.