A Vacancy at Oxford University Hospitals NHS Foundation Trust.
MAIN PURPOSE OF POST
The post holder supports primarily the Maternity Anaesthetics Outpatient clinics that runs 4 days per week. The post holder also provides administrative support to the obstetric anaesthetic group and wider anaesthetic department across the working week.
A friendly, open and respectful attitude towards patients, clinicians and all other members of staff are paramount in this role as the clinic administrator aids the patient journey of pregnant women and birthing people and supports the Obstetric anaesthetic team in delivering high quality patient care, which makes a real difference to the patient experience.
The service workload complexity and intensity has increased in recent years, and it is imperative that the post holder is able to adapt to the changing demands.
See the attached Job description for more details.
The successful candidate will assist the Anaesthetics Support Team Leader as part of the Anaesthetics Administration team to optimise administrative functions thereby contributing to the performance and care delivery of the Anaesthetics department.
You will also demonstrate positive attitude, resilience and possess strong written, software systems such as EPR and communication skills including minutes taking and proficiency in Microsoft 365 suite.
We invite applicants from individuals with strong technical, interpersonal and team-working skills who enjoys working in a busy environment, who has attention to details, is approachable and willing to engage with different ways to support the patient and staff experience as part of a caring, professional administrative team.
We look forward to your application and do contact Wilfred Johnson, Anaesthetics Team Leader at wilfred.johnson@ouh.nhs.uk or Tel: 01865 221401 for more information or informal visit.
Oxford University Hospitals NHS Foundation Trustis 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. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu
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 theOUH YouTube channel.
Outpatient Clinic
· Book appointments and register new patients on EPR, including the production of appointment letters, printed patient identification labels and printed clinic appointment lists
· Digital or telephone confirmation with patients re appointment booking
· Enter outpatient details on to EPR system, and code clinics accurately and in a timely manner to ensure all patients seen in clinic have been appropriately recorded
· For each clinic session ensure an attendance list is available for clinical staff
· Clinic preparation in accordance with appointment list and consultant requirements. This may involve short notice alterations and effective communication with patients.
· Welcome patients attending the Maternity Anaesthetic clinic if face to face
· Appropriately record arrival and departure times on EPR (Electronic Patient Record) if attending face to face or virtually (AttendAnywhere platform)
· Patient liaison via AttendAnywhere when required
· Ensure paper versions of anaesthetic charts are uploaded in a timely fashion to EPR
· Ensure patient/GP communications are made via appropriate method, including paper when required
· Collect and track patient notes according to Trust procedure
· Liaise effectively with other Trusts and external organisations to source patient information where required in an efficient and timely manner
· Manage incoming telephone calls and emails to the department, ensuring they are always dealt with efficiently, resolving where appropriate, and escalating to relevant members of staff where appropriate
· Use effective and tactful listening /communication skills when dealing with potentially distressed or bereaved patients and/or relatives whilst overcoming barriers to communication
· Maintain an awareness of the needs and concerns of the patients including those who have a high-risk condition or complex needs where barriers to understanding may be a factor
· Liaise with clinical staff conducting clinics to ensure that the service provided is of a consistently high standard
· Respond to queries from referrers, patients and other relevant parties in liaison with clinical staff. Take action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology.
Administration
· Open and prioritise paper and electronic mail, ensuring supporting information is available if necessary, and taking responsibility for actioning urgent items with consultant input.
· Monitor urgent investigation requests to ensure they are processed appropriately
· Maintenance of an accurate and current filing system
· Effective use of the anaesthetic rota management system (CLW) including consultant sickness and absence
· Maintenance of the Anaesthetic Department email box, replying to routine correspondence and enquiries, as directed by the Anaesthetics Support Team Leader/ Service Manager
· Circulation of interdepartmental emails
· Work with wider team to monitor and develop the efficiency of patient pathway from referral to appointment
· Support the team and Anaesthetics Support Team Leader/ Service Manager with implementation and training of paperless systems for Maternity Anaesthetics
· Deal with requests relating to complaints
· Liaise with team with relation to clinicians leave to ensure clinics are reduced or closed as appropriate
· Management of contact lists
· Assistance with implementation of effective induction programme for new doctors
· Contribute to ongoing and future service development projects supporting continuous improvement of the service
· Undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to provision of appropriate training and wherever possible significant changes of a permanent nature to be mutually agreed and incorporated into the job.
This advert closes on Monday 16 Sep 2024
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