Team Secretary - Adult Mental Health Team - WallingfordinWallingfordinWallingfordPUBLISHED MON 10 FEB 2025

Please note - this advert has been reposted therefore previous applicants to this position need not apply.

Are you looking for an exciting new career path in an award winning team?

The South Adult Mental Health team have a rare opportunity within their Admin team, where you can work in a team where wellbeing and supporting each other is at the upmost importance across the whole team. Our Admin team received the Highly Commended Exceptional People Award in February 2022 for all of our hard work and commitment and look forward to welcoming a new member to their 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.

We offer after probation period some weekly working from home days, that fit in with the need of the service.

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 to, and the other is for patient correspondence. You will help to manage these when needed

Within this role some of the duties required are using our system Rio changing patient details, adding in events, outcoming appointments, adding in a clinical note when you have spoken with patients, updating patient details and uploading all relevant information

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)

About us

• Microsoft skills come into play with the booking of appointments, appointment needs to be created in the calendars and rooms need to be booked. Letters need to be created (via Bighand) and sent to patients, GPs and others.
• Information will be kept on a spreadsheets to help manage all letters being sent outby the trust agreed breech date. We save our documents within Microsoft Teams so all documents can be access and amended by anybody within the team.
• 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
• We have a weekly admin team meeting to discuss any processes that have changed or any problems or updates. We have an 8-weekly meeting with Team Managers to help address any issues, problems or changes we wish to make.
• We like to support all training needs, requirements and interests you may have, and we are a very keen to support with the progression of employees through Oxford Health.

This role is Monday Friday 9am-5pm (37.5 Hour Per Week).

You must be able to travel to all bases via your own or public transport.

Please note:

• New starters have a 6 month probationary period. This, together with the induction process aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
• Candidates not currently employed by the Trust who attend an interview for non-qualified Band 1-5 posts are required to undertake numeracy and literacy assessments.
• Appointment to this post is subject to the trust receiving satisfactory references covering 3 years of employment or study. Please ask your referees to respond promptly to reference requests.
• Employees are expected to undertake mandatory and statutory training related to their role.
• We positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation and we encourage applications from users of mental health services. This is part of our commitment to equality and reflecting the diversity of our population.
• Oxford Health is committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.