Main area Administration Grade Band 5 Contract Fixed term: 12 months (Can also be a secondment) Hours Full time - 37.5 hours per week (Core office hours 08:00am - 16:00pm or 09:00 - 17:00pm) Job ref 267-OA7216167
Employer Oxford Health NHS Foundation Trust Employer type NHS Site Abell House / Manzil Way Town Oxford Salary £29,970 - £36,483 Dependant on experience / NHS service history Salary period Yearly Closing 14/07/2025 23:59
Office Manager
Band 5
Oxford Health NHS Foundation Trust has been rated as Good by the Care Quality Commission (CQC).
We are a responsive and innovative Foundation Trust that places our values of Caring, Safe and Excellent at the heart of everything we do. We take great pride in our staff and believe that investing in you is key to us achieving our vision of outstanding care delivered by outstanding people.
We work with a wide range of partner organisations to deliver care and support to people in their own homes and from a number of hospitals and community bases. We focus on delivering care as close to home as possible for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
We actively support anti-racism, equality, diversity, and inclusion so, if you’re excited about this job opportunity and you meet our Trust values, but feel unsure about applying, then please get in touch and we will be happy to have a conversation with you.
We are also committed to increasing diversity in the workforce, that is why we actively encourage applications from those groups of people who are currently under-represented, which include amongst others: people with disabilities; men from all socio-economic backgrounds; people from diverse ethnic backgrounds; and people from the LGBTQIA+ community.
Good luck and we hope to hear from you.
Job overview
Can you provide efficient, high quality people management?
Do you have the organisational skills to support a large Administration team?
We are currently seeking an Office Manager to join the Oxfordshire Talking Therapies (OTT) team! You will be responsible for the provision of effective administrative support to the OTT service, to ensure the service is well organised and efficiently run and to work with the Deputy Team Manager in the development and modernisation of clinical services and administration processes.
You will have delegated responsibility for the development and management of administrative and electronic systems to record and provide necessary data and information to Team Managers, helping provide the smooth and efficient running of a key function, which helps support approximately 250 staff. This is a fantastic opportunity for someone with a wide range of admin experience and organisational skills to join an engaging friendly and inclusive team.
Please be aware, this is an interim role, to cover a maternity cover.
Main duties of the job
The responsibilities include, but are not limited to:
* Overseeing day-to-day management, clinical systems, health and safety, and administrative processes.
* Collecting, recording, and auditing relevant data, and reporting to the Senior Management Team.
* Managing referrals, screening, and allocation of new referrals
* Liaising with patients, families, GPs, and other professionals to improve service accessibility.
* Facilitating communication within the team and with the Team Manager.
* Managing administrative staff, including rotas, sickness, absence, and training.
* Managing a delegated budget for office supplies and petty cash.
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
* 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
Qualifications
* Variety of previous office administration experience at a senior level
Skills
* Able to demonstrate good interpersonal and communication skills
* High levels of Knowledge of Microsoft Systems
* Ability to manage and prioritise own workload
* Ability to use Patient related electronic record systems.
* Ability to cope effectively under pressure/with distractions.
Experience
* Experience of organising and managing an admin service
* Dealing with complaints
* Understanding of mental health issues
* Experience of managing staff
* Experience of dealing with complex and challenging situations
* Previous NHS experience
* 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
Employer certification / accreditation badges
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.
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