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 the 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, the ability to prioritise their workloads, and 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.
The responsibilities include:
1. Liaising with other departments/hospitals to obtain further reports and investigations in preparation for a patient’s surgery.
2. Scanning all patient’s medical paperwork through our trust SCANIT system following trust guidelines.
3. Ensuring that filing is kept securely in preparation for scanning when patients are discharged or transferred to another ward/hospital.
4. Ensuring all rehab referrals are sent to our patient’s local hospitals for follow-up post-surgery/procedure.
5. Creating records for new inter-hospital transfers and uploading patient test results and investigations in preparation for patient transfers from another trust.
6. Acting 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.
7. Answering telephone enquiries and the door, exercising judgement to analyse and resolve problems where appropriate.
8. Ensuring the ward emergency 724 computers are working and an audit trail is kept.
9. Making necessary arrangements/follow-up for general ward maintenance and the repairing of equipment in the absence of the ward housekeeper.
10. Sorting incoming mail and directing it as appropriate.
11. Liaising with patients/relatives to issue patient sickness certificates and relative parking permit forms.
12. Attending daily bed meetings to support ward staff with the smooth running of ward patient admissions, discharges, and transfers.
13. Undertaking audits as directed by the ward Sister.
14. Completing all mandatory training according to Trust and local policy.
15. Performing any other duties appropriate to the grade and objective of the post as directed by the ward manager.
16. Being the first contact for all elective patients due in daily, ensuring the patients are kept up to date throughout the day.
17. Receiving new patients to the ward, ensuring all their details are correct.
18. Working with clinical teams on the ward to update our electronic patient bed board system in real-time.
19. Arranging admissions and completing documentation to comply with hospital statistical and management information requirements.
20. Booking bed and breakfasts for elective patients when there is limited bed availability.
21. Following correct procedures on instruction from nursing and medical staff for discharging patients.
22. Checking power chart daily to ensure all discharges have been electronically sent to GP.
23. Updating predicted discharges to the trust database weekly.
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. 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, focusing on our values of compassion, respect, learning, delivery, improvement, and excellence.
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