Maternal Medicine Network Admin Co-Ordinator Main Responsibilities

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 28,000 - 32,000; Full time

Job summary

A leading NHS teaching trust in the UK is searching for an administrator to coordinate and manage the maternity service's administrative processes. The ideal candidate should have experience in the NHS and a thorough understanding of its environments. Responsibilities include managing patient pathways, organizing multidisciplinary meetings, and maintaining accurate patient records. This position offers an opportunity to contribute to improving patient experiences and supporting the maternity service's digital initiatives.

Qualifications

• Years of experience in the NHS with a solid knowledge of NHS working environments.

Responsibilities

• Co-ordinate and monitor administrative processes for patient pathways.
• Communicate complex information within the organization.
• Organize MDT meetings and take minutes.
• Maintain accurate filing systems for patient records.
• Support with digitalization of maternity admin services.
• Manage consultations' diaries and patient appointments.
• Liaise with the Patient Access Team for referrals.
• Oversee complaints requests and data reports.

Job description

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, Nuffield Orthopaedic Centre in Headington and Horton General Hospital in Banbury. Our values, standards and behaviours define the quality 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 our focus is on compassion, respect, learning, delivery, improvement and excellence.

Maternity is based in the Women’s Centre on the JR site and forms part of Oxford University Hospital NHS Foundation Trust. The service is made up of Midwifery, Obstetrics & Ultrasound. The Maternal Medicine Service for the Thames Valley and local Oxford patients is based on Level 6 of the Women’s Centre. We are a specialist tertiary level referral centre providing diagnosis, counselling and treatment for pregnant women across Oxfordshire, Buckinghamshire, Berkshire, Northamptonshire and Wiltshire. We care for women with pre‑existing complex medical needs or when medical problems arise during pregnancy. Our aim is to provide a safe & positive experience for our patients before, during & after their pregnancy & delivery.

Responsibilities

• Co-ordinating, monitoring and initiating appropriate changes within administrative processes along the patient pathway to ensure the patient's journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
• Communicating complex information regarding specialist pathways to all levels within the organisation including medical staff.
• Organisation & coordination of MDT meetings.
• Minute taking.
• Maintaining an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
• Following the Trust tracking procedure for the movement of all patient notes.
• Induction of trainee doctors.
• Assisting with the ongoing digitalisation of admin services with maternity.
• Facilitating effective communication between team members.
• Ensuring that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients whilst overcoming barriers to communication.
• Implementing Trust and team policies/procedures if necessary.
• Maintaining the clinician-facing and client-facing websites.
• Involvement in regular team meetings, engaging with team members & senior management to listen, discuss & support the implementation of improvements to working practices, policies & procedures.
• Work with the Patient Access Team to monitor & develop the efficiency of our pathway of referral through to patient appointment.
• Diary management for consultants & junior doctors.
• Transcription of patient letters using the Dragon voice recognition system.
• Dealing with requests relating to complaints.
• Management of the Medirota system for doctors’ annual & study leave.
• Liaising with the Patient Access Team regarding doctors’ annual & study leave dates to ensure that clinics are reduced or closed as appropriate.
• Using EPR & Orbit+ to produce data reports.
• Support the Patient Access Team leader & Service Manager with the implementation and training of paperless systems for maternity.
• Management of bleep lists.
• Management of contact lists.
• Circulation of interdepartmental e‑mails.
• Management of Advanced Training Skills Module (ATSM) for trainee doctors.
• Liaise with Clinical Coding to monitor incomplete Powerforms, e‑mail doctors & educational supervisors to ensure these are actioned in a timely fashion.
• Liaise with other Trusts to request patient records.
• Coordinating MDTs for the maternal medicine network including bi‑monthly network MDTs and the obstetric cardiac MDT.
• Preparation of MDT proformas following MDT meetings and circulation of completed proformas to TVMMN sites.
• Be self‑motivated in regard to one’s own training requirements.
• Support the Service Manager in the provision of an on‑going and evolving induction and training package for the Patient Admin Team.
• Liaise with the Data Collection Lead to provide administration support for participation in local and national clinical audit projects.
• Organise and co‑ordinate meetings and on‑going training events for the team.
• Act as secretary for meetings, organising dairies and taking and distributing minutes.
• Monitor and order necessary stationery stock levels.
• Monitor booking system for room allocation.
• Undertake a range of administrative tasks and be able to provide cover for other team members as and when required.
• Undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.
• Awareness of the needs and concerns of our patients, including some who may have a high risk condition or complex needs where barriers to understanding is often a factor.
• Support the Service Manager to train a team, monitoring their on‑going training requirements & highlighting any potential problems or issues to the Service Manager.
• Use analytical and judgement skills to evaluate service data reports to support the delivery of a high quality and efficient service.
• Review the quality of information/data produced by the team to ensure it meets required standards and is fit for purpose. Put processes in place to ensure that all required data is captured correctly.
• Support the team in providing a friendly, efficient service to our patients.
• Use effective, tactful listening/communication skills when dealing with potentially distressed or bereaved patients and/or relatives.

Qualifications

• Years’ experience in the NHS and solid knowledge of NHS working environments.