Oxford University Hospitals NHS Foundation Trust
We are looking for a full time 37.5 hours dynamic and motivated individual to provide administrative support to our friendly and supportive Day Case Unit ward team (Monday - Friday) within the Heart Centre. They would be first point of contact on our busy reception areas for all patients, relatives, and other multi-disciplinary teams on the ward.
We are looking for someone with excellent IT skills, ability to prioritise their workloads, someone that thrives in a busy environment, knowledge and experience of using EPR (electronic patient records) would be an advantage although training will be given.
The successful candidate will have a flexible, friendly and enthusiastic approach to the job role, being able to communicate confidently and manage their own workload effectively. They must be able to work within a team or on their own initiative and be flexible in supporting other wards within the Heart Centre through sickness and annual leave.
Main duties of the job
* Liaise with other departments/hospitals to obtain further reports and investigations in preparation for a patient's surgery.
* Scanning of all patient's medical paperwork through our trust SCANIT system following trust guidelines. Keep notes trolley in order and ensure that filing is kept securely in preparation of scanning when patients are discharged or transferred to another ward/hospital.
* Ensuring all rehab referrals are sent to our patient's local hospitals to be followed up post-surgery/procedure.
* Create records for new inter-hospital transfers and upload patient test results and investigations in preparation for the patient transferring from another trust.
* Act as a first point of contact for patients, relatives, and visiting staff - welcoming them to the ward and dealing with any queries regarding admission, discharge, visiting times, accommodation, insurance, and parking while maintaining confidentiality of patient information.
* Answering telephone enquiries and the door, exercising judgement to analyse and resolve problems where appropriate, taking appropriate action, or referring to the co-ordinator or Ward Sister as necessary.
* Ensuring daily that the ward emergency 724 computers are operational and maintaining an audit trail.
* Making necessary arrangements/follow up for general ward maintenance and the repair of equipment in the absence of the ward housekeeper.
About us
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, 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.
Job responsibilities
* Sorting incoming mail and directing as appropriate.
* Liaise with patients/relatives to issue patient sickness certificates and relative parking permit forms referring any queries regarding these to the Ward Sister.
* Making sure patients on the ward are under their correct consultant, changing as necessary.
* Attend daily bed meetings to support ward staff with the smooth running of patient admissions, discharges, and transfers.
* Undertake audits as directed by the Ward Sister.
* Demonstrate good communication skills when dealing with patients, families, multi-disciplinary teams, other departments/hospitals, and community health professionals, utilising a professional approach and demonstrating tact, diplomacy, persuasive skills, and empathy - referring on to the Ward Sister/Co-coordinator where appropriate.
* Complete all mandatory training according to Trust and local policy through liaison with the Ward Sister.
* Perform any other duties appropriate to the grade and objective of the post as directed by the Ward Manager.
* Be the first contact for all elective patients daily, ensuring they are kept up to date throughout the day. In case of lack of beds, work with the co-ordinator to organise another admission pathway for the patient.
* Receive new patients to the ward ensuring all their details are correct including NOK, printing stickies and wristbands before showing them to their room/patient lounge.
* Work with the clinical teams on the ward updating our electronic patient bed board system in real-time ensuring all admissions (including emergencies), discharges, transfers, and deaths, and any changes in consultant care are updated onto the EPR throughout the day.
* Arrange admissions and complete documentation to comply with hospital statistical and management information requirements.
* When there is limited bed availability, booking of bed and breakfasts for elective patients will be required along with organising taxis to and from the bed and breakfasts.
* Follow correct procedures on instruction from nursing and medical staff for discharging patients: e.g. transport, TTOs, follow-up appointments, booking discharge flights for patients from Jersey/Guernsey, and organising transport to the airport.
* Telephone other hospitals, community units, and care providers utilising effective communication skills (negotiating and persuasive skills) to seek beds and arrange transfer of outgoing patients.
* Check power charts daily to ensure all discharges have been electronically sent to GPs, highlighting any issues to the ward co-ordinator.
* Update predicted discharges to the trust database weekly.
Person Specification
Experience
* Good Educational Background: 5 GCSEs A*-C or 9-5.
* Able to work independently and as a member of a team.
* Excellent communication skills both written and verbal.
* NHS experience.
* Evidence of interacting with a wide range of people.
* Knowledge of medical terminology.
* Flexible approach to teamwork and working hours.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Oxford University Hospitals NHS Foundation Trust
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