Corporate Support Administration Roles - Centralised Recruitment B2/3

NHS; Oxford; Hybrid; GBP 24,000 - 26,000; Full time

Job description

Corporate Support Administration Roles - Centralised Recruitment B2/3

Oxford University Hospitals NHS Foundation Trust

Are you passionate about making a difference in the NHS? Do you excel in administrative tasks and thrive in dynamic environments? If so, we have exciting opportunities for you!

Within our Trust, we are committed to providing exceptional healthcare services to our community. As a cornerstone of the UK's healthcare system, we strive for excellence in every aspect of our operations. Join us in our mission to support and enhance our healthcare services.

Our administration workforce is vital to our organisation; without them, our front-line Doctors, Nurses, and Allied Health Professionals cannot deliver the excellent care to our patients we strive for. As an Administrator within the Trust, you will play a crucial role in ensuring the smooth and efficient operation of our Corporate operations across the hospital.

Your efforts will directly contribute to the well-being and comfort of our patients, making you an integral part of their healthcare journey.

Main duties of the job

We have adopted a centralised hiring process for administration roles in bands 2-3 and 4-5. This means you apply once and are considered for multiple positions within our organisation, saving time for both candidates and managers while accessing a broader talent pool.

This week we are currently recruiting for the following Bands 2 and 3 role across the organisation:

• Legal Services Administrator - 37.5 hours per week

The Legal Services Administrator will provide comprehensive administrative support to the Legal Services team. Although this post is primarily office-based, some hybrid working may be considered on successful completion of the probationary/training period.

When applying, please:

• Include as much detail as possible in the application, including qualifications, roles, and responsibilities.
• Include a supporting statement and showcase your skills and experience.

Please note, this vacancy may close early if there are sufficient applications.

If you are ready to take on this rewarding role and be part of a dedicated team, we would love to hear from you.

Join us at the NHS, where your administrative skills can make a real impact on healthcare delivery. Apply today and help us shape the future of healthcare!

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, 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 the OUH YouTube channel.

Job responsibilities

Detailed JD & Main responsibilities:

• Scanning of confidential medical records, as required.
• Check against requested paper records - scanning each page, individual review of pages.
• Second line checking of scans by another team member.
• Maintain the health record as per instructions of the Health Records Policy.
• Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change to include E-Learning.
• Comply with the requirements of the GDPR, Access to Health Records Act, and legislation issues in relation to confidential data.
• Opening case files on RFI module for new hospital & Police SFR (records only) requests.
• Managing Hospital to Hospital requests for patient information from loading onto RFI module through to disclosure.
• Ensure a complete audit trail is maintained by updating Ulysses Database on all Police & Hospital to Hospital requests.
• Disclosure of records using AMS system.
• Prioritise workload daily to ensure time scales are met.

What we are looking for:

• Empathy and Compassion: A genuine desire to help others and provide exceptional patient care.
• Organisational Skills: Ability to multitask and manage time efficiently in a fast-paced environment.
• Experience: Previous experience in a similar administrative role, preferably within the healthcare sector.
• Skills: Strong organisational, communication, and multitasking skills.
• Proficiency: Competence in using office software and systems, including Microsoft Office Suite.
• Attention to detail: A meticulous approach to managing tasks and information.
• Team player: Ability to work collaboratively with colleagues and stakeholders.

What We Offer:

• Meaningful Work: Your role will have a direct and positive impact on the lives of patients and their families.
• Professional Development: Opportunities for training and career advancement within the healthcare sector.
• Collaborative Environment: Work alongside a team of dedicated and compassionate healthcare professionals.
• Comprehensive Benefits: Flexible working, competitive salary, health insurance, and retirement plans.

Example duties and responsibilities:

• Respond to email queries from stakeholders in a timely manner.
• Answering the phone and dealing with phone queries.
• Help Hiring Managers with any questions and queries.
• Attending a weekly team meeting.
• 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.
• Maintain confidentiality at all times.

Shortlisting will be carried out on: W/C 28 April 2025

The interview date for successful candidates will be: 16 May 2025

Person Specification

Experience and Skills

• MS Office and applications (including Word, Excel, and Outlook).
• Previous experience within the NHS/public sector.

Qualifications

• GCSE or equivalent in English and Maths, grades A-C.

Interpersonal / Communication Skills

• Makes a positive contribution to effective multi-disciplinary team working.
• Excellent customer care and communication.
• Ability to adapt communication style as required.

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.

Oxford University Hospitals NHS Foundation Trust

£24,169 to £25,674 a year per annum/pro rata