Administrative Assistant

Patient administration underpins the patient journey and supports the clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports the management team to deliver a high standard of data quality by making the best use of capacity and resources.

The post holder is responsible for the delivery of a professional, comprehensive and efficient administrative service to support the delivery of high quality clinical services under the supervision of the Senior Administrator.

4. To manage an electronic diary room booking system.

5. Dealing with incoming correspondence, opening and prioritising incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning items in a timely manner.

6. To monitor the shared e-mail inbox, taking responsibility for forwarding emails, creating encounters and uploading referrals to EPR for triaging and forwarding to relevant consultant through the EPR Message Centre.

7. To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trusts Elective Access Policy and local Standard Operating Procedures in order to meet national RTT Standards, and following the appropriate escalation process to highlight problems to the Assistant Service Manager and / or the Operational Service Manager when in need of assistance.

8. Use of the digital transcription system (Voice Recognition) to produce clinical correspondence to inform referrers, patients and other stakeholders of patient pathway progress. In doing so, produce high quality accurate correspondence which conforms to the Trust Key Performance Indicator of 7 working days from the point of clinical delivery/decision to being sent to the patient.

9. Liaising with referrers to ensure effective pathway management and to maintain good working relationships with stakeholders.

10. Become proficient in the use of Scan IT software to ensure letters, clinical reports, diagnostic test results and other notes are uploaded and filed correctly in patient records on EPR.

11. Check in patients attending for their Psychological Medicine appointment, checking demographic information such as name and date of birth are correctly recorded in EPR and updating with changes and corrections.

12. Check out patients from their appointment, following the instructions on the outcome form to ensure the correct RTT status code is recorded.

13. Cache up clinics regularly to ensure revenue is accurately captured.

14. Complete the e-clinic-prep process to ensure relevant documentation is present on EPR for patient appointments.

15. Follow the HIM tracking procedure for the movement of all paper patient notes.

16. Act upon queries from referrers, patients and other stakeholders in a timely manner. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems.

17. Escalate any problems arising to Assistant Service Manager or Operational Service Manager in a timely manner so they can be dealt with quickly and efficiently.

GENERAL 1. Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.

2. Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and Trust procedures.

3. Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.

4. Answer all telephone calls in a timely manner and action appropriately

5. Maintain patient confidentiality at all times.

6. Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours.

7. Use the Trust IT systems to register patients, make appointments, produce end of treatment letters, ensure that details are correct and ensure check in / check out of outpatient appointments.

8. To support and contribute to on-going and future service development projects supporting continuous improvement of the services we provide.

9. Any other duties at the request of the Senior Administrator/Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade.

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

In 2023NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Essential and Desirable