Team Secretary

The South Adult Mental Health team have a rare opportunity within their Admin team, that could put you on a pathway to have a great career within Oxford Health.

This is a team where wellbeing and supporting each other is at the upmost importance across the whole team.

This role will be working alongside an ever-expanding administrative team. We assist with the care of patients over the whole of South Oxfordshire with bases in Wallingford, Abingdon, Didcot and Wantage. The admin team, work across all of these patches and are a vital part of the team, helping to accommodate great care and service to our community patients.

We help to enable the clinicians to concentrate on patient care by providing accurate and efficient admin support. This role would include providing administration support to a consultant, working within the current admin team, providing reception and phone cover.

This role requires all of the essential Microsoft Applications, Electronic Referral System (ERS) and working on our Rio systems which holds all patient data. You will be using all systems daily so a good understanding will really help you to excel.

This Admin team received the Highly Commended Exceptional People Award in February 2022 for all of their hard work and commitment and look forward to welcoming a new member to their team.

Overriding duty of this role is to provide secretarial support to a consultant. Managing their diary, booking appointments, working alongside other secretaries offering phone and reception support.

We also have 2 inboxes one that the team send their work to be completed and the other is for patient correspondence. You will help to manage these when needed

You will need to be able to communicate with people in a confident and positive manner as you work closely with the consultant and the rest of the team daily and will be speaking with patients that can be at times very unwell. You will be asked to liaise with external agencies to arrange Multi-Disciplinary Meetings (MDT)

Microsoft skills with the booking of appointments, rooms bookings. Letters created (via Bighand) and sent to patients, GPs and others. Information kept on spreadsheets to help manage all letters being sent out by the trust agreed breech date.. Teams is used to make virtual appointments with patients which will be part of your role to book. We also hold a lot of our meetings via Teams. We use word for all the templates of our letters that you will be required to use and adapt to meet your needs.

You will be required to help with annual leave cover this could be with phone cover and reception duties or helping to manage the admin inbox. Everyone in our team is responsible for contacting our Estates Department for any repairs and checking that work has been completed

Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.

Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible

Our vision is that no matter who you are or where you are, you will tell us that you receive: “Outstanding care delivered by an outstanding team”

**Our values are**: “Caring, safe and excellent”

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
Excellent opportunities for career progression

Access to tailored individual and Trust wide learning and development

27 days annual leave, plus bank holidays, rising to 33 days with continuous service

NHS Discount across a wide range of shops, restaurants and retailers

Competitive pension scheme

Lease car scheme

Cycle to work scheme

Employee Assistance Programme

Mental Health First Aiders

Staff accommodation (please note waiting lists may apply)

Staff networking and support groups hosted by our Equality, Diversity & Inclusion team

To provide support with the compilation of reports, typing letters and correspondence including from digital dictation when required and to be responsible for uploading patient information onto Rio and any other appropriate system in a timely manner.

Helping to manage the 3 inboxes

Answering the telephone, taking messages and processing enquiries.

Taking and producing meeting minutes and following actions arising

To assist with the supervision, coaching and training of Junior Administrators in the team.

To assist with reception duties for Outpatients departments when required.

Checking that stationary supplies are adequately stocked and ordering when necessary.

Contacting the Estates Department to carry out repairs, checking work has been undertaken to satisfaction.

Keeping notice boards tidy and up to date and adding anything of interest or importance to staff.

Recording accidents and near misses on the Ulysses system.

To carry out other duties as requested by the Office Manager to