Administrative Assistant | Oxford University Hospitals NHS Foundation Trust

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 10,000 - 13,000; Part time

Job summary

Oxford University Hospitals NHS Foundation Trust is recruiting an Administrative Assistant to support the Psychological Medicine Service. The role is part-time (18 hours per week) across Monday, Thursday and Friday, providing maternity leave cover with a focus on efficient administrative delivery and patient care.

Responsibilities include processing referrals and appointments, managing EPR records, producing clinical correspondence, and maintaining data quality to support RTT pathways and timely

Responsibilities

• Provide primary administrative support to the Psychological Medicine Service and MDT.
• Manage patient pathways: referrals, appointments and EPR updates.
• Provide reception cover and assist patients and visitors.
• Prepare and process clinical correspondence with timely delivery.

Job description

Administrative Assistant | Oxford University Hospitals NHS Foundation Trust

Company:

Company: Oxford University Hospitals NHS Foundation Trust

This is a 12-month fixed-term Band 3 Administrative Assistant post providing maternity leave cover within the Psychological Medicine Service. The post is 18 hours per week, Monday, Thursday & Friday 9am - 3:30pm.The role is responsible for delivering a comprehensive, professional and efficient administrative service that supports clinicians and the wider multidisciplinary team in providing high-quality patient care. The post holder will manage patient administration throughout the patient pathway, including appointment booking, referral processing, reception duties, Electronic Patient Record (EPR) management, production of clinical correspondence, maintenance of accurate patient records, and supporting compliance with Trust and national performance standards. The role is fundamental to ensuring the smooth day-to-day operation of the service and maintaining a positive patient experience.

\"This is a 12-month fixed-term Band 3 Administrative Assistant post providing maternity leave cover within the Psychological Medicine Service. The post is 18 hours per week, Monday, Thursday & Friday 9am - 3:30pm\"

• Provide a comprehensive administrative service to support the Psychological Medicine Service and multidisciplinary team.


• Manage patient pathways by processing referrals, booking appointments and maintaining accurate patient records using the Trust's Electronic Patient Record (EPR) systems.


• Provide reception cover, acting as the first point of contact for patients and visitors, delivering a professional and compassionate service.


• Produce and process clinical correspondence using digital transcription systems, ensuring Trust timescales and quality standards are met.


• Monitor and manage shared email inboxes, process incoming correspondence and respond to patient, referrer and stakeholder enquiries promptly and appropriately.


• Support Referral to Treatment (RTT) pathways by ensuring accurate data entry, clinic preparation, patient check-in/check-out and clinic cash-up processes.


• Maintain high standards of data quality, confidentiality and customer service while supporting the smooth day-to-day running of the department.


• Work collaboratively with clinical and administrative colleagues, contributing to service improvement initiatives and providing flexible administrative support to ensure continuity of patient care

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.

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.

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 theten core principlesOxford University Hospitalspromotes 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.

MAINPURPOSEOFPOST:

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.

RESPONSIBILITIES:

1. 1. To provide primary administrative support to the clinical staff and all patients under their care of The Psychological Medicine Service, including using EPR applications, such as Appointment Book, HIM Tracking, HIM Chart Coding, Powerchart and PM Office, to manage patient pathways.


2. 2. To provide reception cover and act as the first point of contact for patients attending face to face appointments and meeting and greeting patient


3. 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 timelymanner.


4. 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.


5. 7.To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trust’sElectiveAccessPolicyandlocalStandardOperatingProceduresinordertomeetnationalRTTStandards,andfollowingtheappropriateescalationprocesstohighlightproblemstothe Assistant Service Manager and / or the Operational Service Manager when in need of assistance.


6. 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.


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


8. 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.


9. 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.


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


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


12. 15.FollowtheHIMtrackingprocedureforthemovementofallpaperpatientnotes.


13. 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.


14. 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. 1.Demonstratehighlevelsofcustomercareandbeanambassadorfor customercarewithintheTrust.


2. 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. 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. 4.Answeralltelephonecallsinatimelymannerandactionappropriately


5. 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.


6. 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.


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


8. 9.Anyotherdutiesattherequest oftheSeniorAdministrator/ServiceManager, whichmaybeneededto fulfil the objectives of the post, which are appropriate to the grade.

RISKMANAGEMENT:

The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.

Staff will be provided with the necessary education, training and support to enable them to meet thisresponsibility.

Staffshouldbefamiliarwiththe

MajorIncidentPolicy

andshouldmakethemselvesfamiliarwiththe‘localresponse’planandtheirrolewithinthatresponse.

RESPONSIBILITIESFORHEALTH&SAFETY

The post holder is responsible for ensuring that all duties and responsibilities of this post are carried outincompliancewiththeHealth&SafetyatWorkAct1974,StatutoryRegulationsandTrustPolicies and Procedures. This will be supported by the provision of training and specialist advice whererequired.

INFECTIONCONTROL

Infection Control is everyone’s responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trusts’ Infection Prevention and Control Policies andmake every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA.

AllstaffemployedbytheOUHFThavethefollowingkeyresponsibilities:

Staff must decontaminate their hands prior to and after direct patient contact or contact withthe patient’s surroundings.

Staff members have a duty to attend mandatory infection control training provided for them by the Trust.

Staff members who develop an infection (other than common colds and illness) that may betransmittable to patients have a duty to contact Occupational Health.

CHILDREN’SRIGHTS

The post holder will endeavour at all times to uphold the rights of children and young people in accordance with the UN Convention Rights of the Child.

SAFEGUARDINGCHILDRENANDVULNERABLEADULTS

The Trust is committed to safeguarding children and vulnerable adults throughout the organisation.As a member of the trust there is a duty to assist in protecting patients and their families from anyform of harm when they are vulnerable.

INFORMATIONGOVERNANCE

All staff must complete annual informationgovernance training. If youhave a Trust email account this can be completed on-line, otherwise you must attend a classroom session. For further details, go to the Information Governance intranet site.

DATAQUALITY

Data quality is a vital element of every member of staff’s job role. The Oxford Radcliffe Hospitals recognises the importance of information in the provision of patient care and in reporting on its performance. Dataquality is thereforecrucialin ensuringcomplete,timelyand accurate informationis available in support of patient care, clinical governance, performance management, service planning, and financial and resource planning and performance.

Oxford University Hospitals NHS Foundation Trust

Oxford University Hospitals NHS Foundation Trust

Oxford University Hospitals NHS Foundation Trust