Employer: Oxford University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Gastro Secretaries Office - John Radcliffe Hospital
Town: Headington, Oxford
Salary: £26,530 - £29,114 PA
Salary period: Yearly
Closing: 24/12/2024 23:59
Interview date: 06/01/2025
NHS AfC: Band 4
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: John Radcliffe Hospital, Churchill Hospital, Nuffield Orthopaedic Centre in Headington, and 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, focusing on our values of compassion, respect, learning, delivery, improvement, and excellence.
Job overview
To assist in the provision of a professional, comprehensive, and effective administrative service to the Gastroenterology Secretariat. Work as part of a team to provide secretarial and clerical support for the unit as required, ensuring the service is effectively and efficiently delivered to all patients and colleagues.
Main duties of the job
1. Review and despatch of clinical, administrative, and general correspondence by digital transcription.
2. Ensuring that clinic letters are sent out promptly to General Practitioners.
3. Provide administrative support to Consultants, clinical staff, and all patients under their care, including diary administration, correspondence support, and other administrative duties as required.
4. Ensuring investigations have been requested and tracking results with hospital notes to ensure appropriate action is carried out in a timely manner.
5. Proactively manage patient pathways on Electronic Patient Record (EPR) to ensure patients are on the correct pathway and discharged when appropriate.
6. Use of Clinical Intranet for obtaining results as appropriate.
7. Use of EPR to search and amend patient records and check appointments booked for patients as requested.
8. Ensure the unit’s GP advice line is being actioned and charges are correctly processed.
9. Assist with the organisation of weekly MDT meetings, x-ray conferences, histology meetings, and/or any other meetings that need administrative support.
10. Efficient and sometimes urgent despatch/delivery of hospital notes as requested.
11. Liaise with Medical Records to return and retrieve hospital notes as required.
12. Oversight of booking patients via telephone and updating the required systems.
Working for our organisation
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country, providing a wide range of general and specialist clinical services and serving as a base for medical education, training, and research.
Detailed job description and main responsibilities
Act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence. Maintain an efficient administration system within the office to achieve high-quality standards in a demanding and constantly changing environment. Work flexibly to cover peaks and troughs of work across the department and to cross-cover other members of the team when absences occur. Comply with the requirements of the Data Protection Act, Access to Health Records, and legislation issued in relation to confidential data. Act upon queries from referrers, patients, and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems via phone or email. Work closely with all staff in the service to ensure compliance with 18-week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches. Update patient details on EPR and other Trust and departmental record systems as necessary.
Person specification
Education
* GCSE English and Math (Or Equivalent) at Grade C or above
* Educated to degree level/NVQ level 3 or above
Work Experience
* Administration Experience
* Previous experience of working in an office
* Knowledge of RTT 18-week pathways
* Band 4 experience
* Working with OUH databases
* Previous secretarial experience
* Previous NHS Experience
Person Specifications
* Administrative and organisational skills
* High standard of spoken and written English
* Evidence of a positive approach to working in complex environments
* Ability to work independently and as a member of a team
* Conscientious, hard-working, and reliable
* Keen to further own training and development
COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues, and of course our patients from the virus when working in our healthcare settings. While COVID-19 vaccination is not a condition of employment, we encourage our staff to get vaccinated.
Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply.
Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks.
No unsolicited recruitment agency telephone calls or emails.
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