Job description

Job responsibilities

1. Provide primary administrative support to all clinical staff, primarily consultants, and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
2. Act as a first point of contact on the telephone and by email for patients, relatives, GPs and any other relevant agencies, answering or re-directing queries in a timely manner, as appropriate. Similarly, responding to queries from elsewhere in the Trust, for example, the Patient Contact Centre, and ensuring these agencies are informed of any changes to local processes.
3. Use Trust digital transcription systems to produce high-quality clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress within local and national target timeframes.
4. Open and prioritise incoming post, ensuring supporting information is available when appropriate. Take responsibility for ensuring urgent items are actioned in a timely manner, escalating to other clinical staff or admin team leader where required.
5. Likewise, ensure investigation results are reviewed by clinical staff in a timely manner.
6. Ensure all relevant patient information, including the referral, diagnostic results and other relevant correspondence, is available in a timely manner and filed in the patients medical records, liaising with other departments and healthcare organisations as required. Acknowledge the sensitive and complex nature of this information and uphold the highest standard of confidentiality at all times.
7. Maintain accurate and current filing systems and electronic databases. Ensure letters, clinical reports, diagnostic test results and other relevant correspondence are filed in the correct patient notes in a timely manner, including using the electronic patient record system (EPR).
8. Work closely with the wider administrative team and clinical staff to ensure patients are admitted within local and national access targets, expediting appointments and procedures as required. Assist the Unit Manager with managing patient tracking lists (PTL) by monitoring all elements of the patient pathway, including diagnostic investigation, correcting data quality issues and escalate any patients who cannot be seen within relevant Elective Access targets in a consistent and efficient manner.
9. Assist the Outpatient bookings team with processing new referrals via the GP e-Referral system (ERS), registering patients, making outpatient appointments and ensuring patient details are correct.
10. Support the Unit Manager in responding to any patient advice and liaison service queries (PALS) or formal complaints by collating background information and conducting audits as required.

Person Specification

Education and Qualifications

Essential

• oAdministrative/Secretarial experience
• oGood standard of Education
• oCompetence in use of various computer software packages

Desirable

• oEPR trained (Training available)
• oMedical Terminology

Experience and Skills

Essential

• oPrevious experience within an administrative /PA role
• oExperience of working with the general public

Desirable

• oPrevious NHS experience

Specific Aptitude and Abilitie

Essential

• oCompetent e-mail and database user
• oAbility to work as part of a team

Interpersonal Skills/ Communic

Essential

• oAble to demonstrate initiative and deal with sensitive information.
• o Excellent telephone manner

Desirable

• oEvidence of interacting with a wide range of people

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.

Employer details

Employer name

Oxford University Hospitals NHS Foundation Trust

Address

John Radcliffe Hospital

Headley Way

Oxford

OX3 9DU