Receptionist Administrator

This role will be part of the reception / admin team at Murray House, the new Directorate hub on Jordan Hill Business Park.

To purpose of the role is to provide professional, effective and efficient reception and administrative support to all staff working within the building, using agreed processes and procedures to ensure the service standards are achieved.

This role will act as the first point of contact for patients and referring partners; and will manage appointments and queries, assisting where necessary and ensuring the priorities of the team are delivered effectively.

Main duties of the job

• To present a welcoming and inviting first point of contact for the service and provide a high standard of general office duties.
  
  
• Maintain the electronic clinic appointment diary and available appointment slots using Electronic Patient Record (EPR) Systems.
  
  
• Deal with all written and telephone requests for an appointment, including the cancellation and re-booking of clinic sessions, checking in with the service teams where necessary and appropriate.
  
  
• Undertake administrative tasks e.g., maintain rotas, annual/sick leave spreadsheets, minute taking and meeting management.
  
  
• To escalate any concerns, complaints or issues to ensure the safe delivery of the service.
  
  Working for our organisation
  
  Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application you are encouraged to read the “candidate guide to making an application” which is attached to all roles. Please include details around qualifications (including years these were gained particularly if we need to assess for clinical roles that these are still valid) and ensure that the supporting statement is tailored to the role you are applying for and addresses the essential criteria found in the JD.
  
  As a Trust we provide 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
  
  
• Individual and Trust wide learning and development
  
  
• 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
  
  
• NHS Discount
  
  
• Pension scheme
  
  
• Lease car scheme
  
  
• Employee Assistance Programme
  
  
• Mental Health First Aiders
  
  
• Staff accommodation (waiting lists may apply)
  
  
• Staff networking and support groups
  
  Detailed job description and main responsibilities
  
  We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the “supporting statement” element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application. The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.
  
  Person specification
  
  Experience in field of work
  
  Essential criteria
  
  
• Demonstrates evidence of experience in reception
  
  
• Demonstrates evidence of experience in administration
  
  
• Team working experience
  
  Desirable criteria
  
  
• Experience of learning a new process
  
  Communication
  
  Essential criteria
  
  
• Demonstrates good communication skills
  
  Desirable criteria
  
  
• Examples of managing difficult conversation / situation
  
  Attention to detail
  
  Essential criteria
  
  Evidence of focus on importance in work details.
  
  All new starters have a thorough induction process, both local and Trust wide, which aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
  
  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.
  
  We’re advocates of flexible working and many of our roles offer a range of employment options to help you balance your work and personal life.
  
  Employees are expected to undertake mandatory and statutory training related to their role.
  
  We are ambitious in our pursuit of excellence, driven by the belief that a fair, just and fully inclusive organisational culture enables our teams to deliver the best quality of care and services possible and we work hard to ensure that our diverse workforce reflects the communities that we serve.
  
  We welcome applications from all sections of the community, are an Equal Opportunities employer with a number of internal networking groups to support our employees and where possible will always look to make reasonable adjustments in order that you can fulfil the role to recognise your full potential. All our employees are committed to demonstrating through their behaviour our core values – safe, caring and excellent.
  
  We are committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.
  
  Oxford is a world-renowned centre of excellence for research. Oxford Health works closely with the University of Oxford department of Psychiatry and the Department of Primary care, has a Biomedical Research Centre dedicated to improving mental health and the NIHR Clinical Research Facility at the Warneford site. The Trust also hosts the NIHR Applied Research Collaboration (ARC) which carries out applied research that directly impacts patient health and wellbeing