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Job summary

Main area
admin
Grade
Band 3
Contract
Fixed term: 3 months (3 month FTC to start ASAP)
Hours
  • Full time
  • Flexible working
37.5 hours per week
Job ref
267-CS7657671
Employer
Oxford Health NHS Foundation Trust
Employer type
NHS
Site
Littlemore Mental Health Centre
Town
Oxford
Salary
£24,937 - £26,598 Per Annum | Pro-Rata
Salary period
Yearly
Closing
10/12/2025 23:59

Employer heading

Oxford Health NHS Foundation Trust logo

DBS Administrator (Fixed Term Contract)

Band 3

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

Are you an organised, immediately available administrator with excellent database skills? We have a short term project focused on managing essential Disclosure and Barring Service (DBS) checks.

We are seeking a highly efficient and motivated DBS Administrator to join our team on a 3-month temporary fixed term contract. You will play a vital role in coordinating the administration of our mandatory DBS check project, ensuring all records are up-to-date and compliance is maintained across the Trust.

This is a fast-paced role requiring immediate availability.

Main duties of the job

As the DBS Project Administrator, you will be responsible for the full range of administrative and coordination tasks, including:

  • Database Management: Accurately updating and maintaining the project's central database with current employee and DBS information.

  • Communication: Drafting and sending professional, clear emails to employees and managers regarding their outstanding DBS requirements.

  • Chase Management: Proactively chasing employees and departmental managers via email and phone to ensure timely completion of checks.

  • Record Keeping: Maintaining meticulous, confidential, and accurate records of all project activities, correspondence, and completed DBS statuses.

  • Coordination: Assisting with the general coordination and smooth running of the project administration.

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 please read the “candidate guide to making an application” and ensure your supporting statement is tailored to the role you are applying for and addresses any essential criteria.

As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and Northeast 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”

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

Detailed job description and main responsibilities

 Essential Requirements

  • Immediate Availability: You must be available to start work immediately.

  • Contract Length: Ability to commit to the full 3-month contract duration.

  • Administrative Skills: Proven experience in a busy administrative role, ideally within a large organisation dealing with volumes of work.

  • Database Proficiency: Strong working knowledge of databases (e.g., MS Excel, Access, or equivalent bespoke systems) with the ability to input, manage, and extract data accurately.

  • Communication: An excellent command of both written and spoken English is essential for professional correspondence and communication with staff and managers.

  • Organisation: Exceptional organisational skills, attention to detail, and a commitment to maintaining accurate records.

Person specification

Essential

Essential criteria
  • Please tell us about a project or piece of work you have supported that has required you to work to pace and tight deadlines

Data Entry

Essential criteria
  • Please tell us about any work you have done that requires data entry and high levels of attention to detail

Accountability

Essential criteria
  • Please tell us about a time you had to chase someone for information you required and the steps you took to ensure they met your deadlines.

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyPositive about disabled peopleCare quality commission - GoodArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Disability confident employerStep into healthNHS 75th BirthdayDefence Employer Recognition Scheme (ERS) - Gold

Documents to download

Apply online now

Further details / informal visits contact

Name
Pip Elphick
Job title
Resourcing Compliance Manager
Email address
[email protected]
Telephone number
01865 904100
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