Talkingspace Plus

The post holder will provide efficient, high quality, confidential administration support for the Improving Access to Psychological Service (IAPT) Team. The post holder will be the first point of contact for all patients and GP’s wishing to discuss referring to the service, to be always dealt with confidentially and professionally.

The post holder 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 IAPT team including working with the external organisations in partnership with the service.
- To liaise with patients and carers following the Trust’s confidentiality policy to ensure effective treatment.
- Provide a polite and efficient reception service to visitors.
- Complete the Admin rota on a fortnightly basis, ensuring adequate cover at all times
- Ensure all daily administrator tasks are covered, especially when absences occur and complete the daily checklists
- Delegate appropriate tasks to Band 3 staff to ensure the smooth running of the service and promote staff development
- To oversee Band 3 project tasks and support if required
- To have supervisory and Line Manage responsibility of Band 3 staff, with support from Office Manager as required, meeting regularly on a 1:1 basis, being involved in the recruitment/interview process.
- To actively oversee the induction programme for new admin staff
- To arrange and be actively involved in regular Team meetings for Band 3s
- General Support for the Office Manager
- Be point of contact for SMT in Office Managers absence

We are a nationally recognised and innovative IAPT service. Visit our website (Oxfordhealth.nhs.uk/talkingspaceplus) to find out more.

Staff wellbeing is a top priority. We have a very active, award winning, in
- service wellbeing team and take a pride in our supportive and collaborative culture.

The Trust hosts the Oxford Institute of Clinical Psychology Training and Research and the Oxford Cognitive Therapy Centre. TalkingSpace Plus is actively involved in research, and the service benefits from being a member of the Oxford Academic Health Science Network - Anxiety and Depression Network led by Professor David Clark.

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
- To ensure that high standards of data quality are maintained.
- To accurately update computerised patient records as required. Maintain the security and confidentiality of information in line with the Data Protection Act, Freedom of Information Act and local policies and procedures
- To work with managers within Operational Services and IT to maintain data quality and make improvements to data collection where necessary.
- To 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.
- To provide an efficient and effective comprehensive administrative support to the team/service.
- To ensure that there are effective administrative systems and procedures in operation as agreed with the Office Manager.
- Suggest and make recommendations for improvement to existing administration procedures.
- To work for more than half your working week without direct supervision and sometimes as the sole administrator.
- To provide administrative support for meetings as requested and to ensure follow up action is completed. This can include producing notes of meetings, setting up meetings, preparing agendas, ensuring that a bring-forward system of paperwork is maintained to ensure correspondence/information is available for meetings.
- To manage the team’s electronic diary system and ensure all clinics and appointments are booked appropriately.
- To 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.
- To assist colleagues in the use of the Electronic Healthcare record system.
- To communicate confidential and sensitive information on patients and policy issues, and complex information on directorate issues to external agencies.
- To ensure that the Trust’s databases are up to date and all clinical data is entered appropriately.
- To collate staff records regarding training, annual leave and sickness leave etc.
- To order team stationery through e-procurement and manage team’s petty cash. To be responsible for raising and coding invoices under delegated responsibi