Total 8 Junior Executive level Administrative / Clerical job vacancies in Headington, OX3 7LE

Register new patients on the EPR/ERS system within 48 hours of receipt of referral where applicable.2. Ensure that referral letters are available for the Clinical Team to review.3. Liaise with the clinical staff to ensure clinic capacity matches demand for appointments4. Provide an efficient and polite service to patients regarding the booking of appointments usingagreed protocols and processes.5. Take responsibility for the accuracy of patient data on EPR system.6. Managing Patient Target List to ensure targets for outpatient waiting times are met.7. Maintaining e-Referral list daily.8. Providing weekly performance report regarding outpatient waiting times.9. Ensure all relevant documentation is available or requested prior to patient visit.Version 2 19 July 201010. To ensure all calls not pertaining to outpatient appointments are dealt with politely and efficientlyand/or re-routed to the correct teams.11. Make peripheral clinic appointments and ensure that they meet the NOCs internal targets12. Ensure adherence to the hospitals Information Protection Policy13. Comply with hospital policies for Data Quality and Waiting Time and Access policy.14. Ensure adherence to hospital policies for the Retention of Documentation.15. Support patients, general practitioners, purchasers and consultants by handling clerical tasks andproviding an effective and efficient service in a polite, positive and courteous manner16. Assist in the training of new staff, including temporary staff

Liaise with multidisciplinary team to assist the prioritisation of clinical procedures Book procedure arrangements into EPR and other systems at times appropriate to individual patient request, clinical priority and procedure & electro-medical equipment availability. Use knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimise patient journeys for multiple procedures. Communicate politely and effectively enquiries from patients, healthcare staff, carers and others, courteously receiving patients and carers booked for outpatients. Convey any changes to appointments sensitively with clear explanations for movement. Maintain high levels of customer service at all times delivering compassionate excellence Provide appropriate information and instructions to patients and carers and healthcare staff regarding a range of cardiac physiology clinical procedures. Sorting incoming post and taking appropriate action Use knowledge of National and local waiting-time standards and liaise with clinical staff to ensure breach does not occur. Use appropriate EPR functions to locate and list patient appointment arrangements. Arrange patient transport/translators where appropriate in line with Trusts protocol. Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner. Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured. Ensure full patient clinic lists are updated and generated a minimum of 24 hrs prior to clinic Scanning medical reports and results, ensuring that these are recorded and filed promptly and properly within patient records. Contribute to the development, maintenance and implementation of local policies and operating procedures. As necessary and appropriate, demonstrates skills to junior administrative/clerical and clinical staffs. Contribute to the development and implementation of patient and staff surveys Participating in all mandatory training including all training regarding 18wk patient pathways management. Participating in the training of new and temporary staff. Maintaining confidentiality of all patient information. Promoting and maintaining personal and team development.

Are you looking for a new challenge?

Do you enjoy delivering first class customer care service?

We are seeking to recruit an enthusiastic Administrative Assistant to join our friendly, dynamic team of Rheumatology administrators.

We are looking for someone to be a part of a busy team, who works confidently giving attention to details; is efficient, demonstrating a helpful, courteous, and professional manner at all times.

We pride ourselves in delivering a high quality care to our service users. Your role will involve dealing with a high volume of calls from service users with queries or questions, registering referrals, keeping accurate logs of personal confidential data. Great administration and communication skills is also required. You must have the ability to work unsupervised, whilst under pressure, always maintaining a professional empathetic approached to our service users and relatives alike whether it be face to face or virtual. Your main responsibility will be to assist management administratively in day-to-day operational functioning of the service.

This is a very rewarding but also a busy role, and would suite someone who can remain calm under pressure in challenging circumstances, whilst carrying out various tasks. You must have the flexibility to deal with interruptions and be an excellent, tactful communicator.

If you are enthusiastic, motivated, have an eye for detail and ready for a challenge, then you are what we are looking for.

Please kindly refer to the job description and person specification attached to this vacancy or get in contact with us.

Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.



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. Find out more here www.ouh.nhs.uk



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.
1. Register new patients on the EPR/ERS system within 48 hours of receipt of referral where applicable.
2. Ensure that referral letters are available for the Clinical Team to review.
3. Liaise with the clinical staff to ensure clinic capacity matches demand for appointments
4. Provide an efficient and polite service to patients regarding the booking of appointments using
agreed protocols and processes.
5. Take responsibility for the accuracy of patient data on EPR system.
6. Managing Patient Target List to ensure targets for outpatient waiting times are met.
7. Maintaining e-Referral list daily.
8. Providing weekly performance report regarding outpatient waiting times.
9. Ensure all relevant documentation is available or requested prior to patient visit.
Version 2 19 July 2010
10. To ensure all calls not pertaining to outpatient appointments are dealt with politely and efficiently
and/or re-routed to the correct teams.
11. Make peripheral clinic appointments and ensure that they meet the NOC’s internal targets
12. Ensure adherence to the hospital’s Information Protection Policy
13. Comply with hospital policies for Data Quality and Waiting Time and Access policy.
14. Ensure adherence to hospital policies for the Retention of Documentation.
15. Support patients, general practitioners, purchasers and consultants by handling clerical tasks and
providing an effective and efficient service in a polite, positive and courteous manner
16. Assist in the training of new staff, including temporary staff


This advert closes on Wednesday 4 Dec 2024

Proud member of the Disability Confident employer scheme

To provide a comprehensive administrative support service to the Outpatients service in Oxford and our Network Renal units. To provide excellent customer facing service at all times at reception areas. To manage the referral and triage administrative process for E-Referrals. To provide clinic prep services to all clinics within the department.
1. Implement policies and procedures to maintain efficient department/office and filing systems to facilitate the smooth running of the administrative services.
2. Receiving and taking relevant action on telephone calls from patients, General Practitioners etc. Providing reassurance and support to patients and families by telephone and making judgements about finding appropriate solutions to problems, which requires the ability to be able to understand and explain basic medical procedures.
3. Responding to internal emails and Powerchart messages actioning them as necessary.
4. To support our Network Renal Units Milton Keynes, High Wycombe, Stoke Mandeville and Swindon when cross cover required.
5. Updating patient details and viewing events using Patient Administration Systems (EPR). Registering patients.
6. To liaise with other departments as required.
7. checking in and out patients, caching up clinics, managing missing follow up and deferred appointments,
8. Booking patient transport
9. Open or close the Outpatient department
10. Work independently making decisions within own role with minimum supervision.



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 the OUH YouTube channel
• Liaise with multidisciplinary team to assist the prioritisation of clinical procedures
• Book procedure arrangements into EPR and other systems at times appropriate to individual patient request, clinical priority and procedure & electro-medical equipment availability.
• Use knowledge of clinical procedures and booking systems to resolve appointment arrangement conflicts and minimise patient journeys for multiple procedures.
• Communicate politely and effectively enquiries from patients, healthcare staff, carers and others, courteously receiving patients and carers booked for outpatients or imaging services.
• Convey any changes to appointments sensitively with clear explanations for movement.
• Maintain high levels of customer service at all times delivering compassionate excellence
• Provide appropriate information and instructions to patients and carers and healthcare staff regarding clinical procedures.
• Enter relevant clinical and demographic information into clinical database system EPR or other PC based systems (E.G. Microsoft Access/Excel).
• Sorting incoming post and taking appropriate action
• Use knowledge of National and local waiting-time standards and liaise with clinical staff to ensure breach does not occur.
• Use appropriate EPR functions to locate and list patient appointment arrangements.
• Arrange patient transport/translators where appropriate in line with Trusts protocol.
• Take part in the covering of reception area welcoming patients and ensuring they are checked in and out of clinic in a professional and courteous manner.
• Ensure that all appointments are checked in/out and that appropriate coding is completed to ensure Trust income is secured.
• Ensure full patient clinic lists are updated and generated a minimum of 24 hrs prior to clinic
• Scanning medical reports and results, ensuring that these are recorded and filed promptly and properly within patient records.
• Contribute to the development, maintenance and implementation of local policies and operating procedures.
• As necessary and appropriate, demonstrates skills to junior administrative/clerical and clinical staffs.
• Contribute to the development and implementation of patient and staff surveys
• Participating in all mandatory training including all training regarding 18wk patient pathways management.
• Participating in the training of new and temporary staff.
• Maintaining confidentiality of all patient information.
• Promoting and maintaining personal and team development.




This advert closes on Tuesday 3 Dec 2024

Proud member of the Disability Confident employer scheme

1. Monitor homecare prescription requests for the clinical area and organise paperwork to ensure repeat prescriptions are processed in a timely manner. 2. Monitor email accounts and prioritise queries as appropriate e.g. chasing medication deliveries, liaising with patients, referring to the clinical team as appropriate. 3. Manage, collate and send completed homecare prescriptions to the homecare delivery companies and OUH Pharmacy Homecare team on a daily basis. 4. Support the clinical teams in registering new patients to homecare. 5. Provide active listening, reassurance, and support to patients and/or carers by telephone regarding medicine-related concerns and communicating and updating these to the clinical team at each stage, as appropriate. 6. Support the governance processes within the clinical team e.g. incident reports submission, governance meetings 7. Ensure that the databases for patients receiving high-cost medications are adequately maintained including medication trackers and Elfin databases. 8. To be able to use a variety of computer software, including Microsoft Office for Windows and other basic web design packages and publishing software. 9. Assist in producing reports as necessary and participating in data collection. 10. Be accountable for own actions and work without supervision whilst the line manager is not available for advice when required. 11. Assist in the training of new staff, including temporary staff 12. Any other reasonable administrative duties agreed with the line manager 13. Scan all incoming post and other paperwork into EPR. 14. Dealing with incoming post and phone calls requiring administrative support for patients, staff and external organisations promptly and efficiently.

Duties and responsibilities for the post To prepare clinic schedules and associated paperwork for screening. Print out all relevant clinic forms for both the mobile and static units, on a daily basis. Dispatch invitations for screening at the appropriate time. To update personal details and enter results from the screening episode onto the NBSS computer system, ensuring the client receives the correct result in line with the Right Results Policy. To print out GP reports and ensure their dispatch to individual practices. To update deductions, including clients who are deceased or who have moved out of the Oxfordshire area. To answer queries from clients or GP practices. To deal with changes of appointments by post, telephone, email or in person, amending details on the NBSS computer system to ensure accuracy. To deal efficiently and pleasantly with the variety of incoming calls, taking accurate messages where necessary, whilst maintaining patient confidentiality and displaying awareness of the Data Protection Act. To be responsible for giving accurate information to clients, in accordance with agreed policies and guidelines, within the NHSBSP, demonstrating sensitivity in order to allay the anxieties that women frequently have about breast screening. To register those women to be screened outside normal batch routines and book appointments, using the NBSS computer system. To retrieve and file films in the breast screening and symptomatic systems before and after a screening or symptomatic appointment. Culling of files from the filing system. Send for previous screening or symptomatic films from outside the Trust as necessary. Filing would include the use of a file room ladder and stool. To organise the incoming and outgoing post for the department. To photo-copy maps and letterheads on a daily basis, ready for clinic preparation. To cover reception for the Breast Clinic on Monday mornings, Wednesday and Thursday afternoons finishing at 6.00pm. To take responsibility for personal development, attending training courses as part of the NHSBSP and Trust mandatory training where appropriate, and as relevant to the post. To perform any other duties associated with the smooth running of the unit, appropriate to the grade and nature of the post, as requested by the Senior Staff. To ensure that the NHSBSP Guidelines and policies are followed.

For full details of the role and responsibilities, please refer to the attached Job Description. In Summary: Use EPR to capture all patient activity daily within DTU; this includes being able to complete waiting lists, admissions/discharges, ward attenders and appointments. Have thorough knowledge of 18 weeks Referral to Treatment in relation to patients and how this applies to patients being referred to DTU. Answer the telephone and take messages from patients, relatives, doctors, allied health care professionals etc and deal with any queries as appropriate. Ward Clerk responsibilities in DTU including greeting patients and assisting with transport queries.

OXFORD UNIVERSITY HOSPITALS NHS TRUST JOB DESCRIPTION Job Title: Administrative Assistant Grade: Admin and Clerical Band 3 Hours: 37.5 hours (1 wte) Department: Psychological Medicine Service Responsible To: Assistant Service Manager Accountable To: Operational Service Manager MAIN PURPOSE OF POST: 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: Administration: 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. To provide reception cover and act as the first point of contact for patients attending face to face appointments and meeting and greeting patients. Ensuring the waiting room area is kept clean and tidy. To manage an electronic diary room booking system. Dealing with incoming correspondence, opening and prioritising incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning items in a timely manner. 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. To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trusts Elective Access Policy and local Standard Operating Procedures in order to meet national RTT Standards, and following the appropriate escalation process to highlight problems to the Assistant Service Manager and / or the Operational Service Manager when in need of assistance. 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. Liaising with referrers to ensure effective pathway management and to maintain good working relationships with stakeholders. 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. 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. Check out patients from their appointment, following the instructions on the outcome form to ensure the correct RTT status code is recorded. Cache up clinics regularly to ensure revenue is accurately captured. Complete the e-clinic-prep process to ensure relevant documentation is present on EPR for patient appointments. Follow the HIM tracking procedure for the movement of all paper patient notes. 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. 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 Demonstrate high levels of customer care and be an ambassador for customer care within the Trust. Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and Trust procedures. 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. Answer all telephone calls in a timely manner and action appropriately. Maintain patient confidentiality at all times. 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. 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. To support and contribute to on-going and future service development projects supporting continuous improvement of the services we provide. Any other duties at the request of the Senior Administrator/Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade. This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment. RISK MANAGEMENT: 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 this responsibility. Staff should be familiar with the Major Incident Policy Fire Policy and should make themselves familiar with the local response plan and their role within that response. RESPONSIBILITIES FOR HEALTH & SAFETY The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required. INFECTION CONTROL Infection Control is everyones responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trusts Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA. All staff employed by the OUHFT have the following key responsibilities: Staff must decontaminate their hands prior to and after direct patient contact or contact with the patients 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 be transmittable to patients have a duty to contact Occupational Health. CHILDRENS RIGHTS 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. SAFEGUARDING CHILDREN AND VULNERABLE ADULTS 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 any form of harm when they are vulnerable. INFORMATION GOVERNANCE All staff must complete annual information governance training. If you have 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. DATA QUALITY Data quality is a vital element of every member of staffs job role. The Oxford Radcliffe Hospitals recognises the importance of information in the provision of patient care and in reporting on its performance. Data quality is therefore crucial in ensuring complete, timely and accurate information is available in support of patient care, clinical governance, performance management, service planning, and financial and resource planning and performance. OXFORD UNIVERSITY HOSPITALS NHS TRUST PERSON SPECIFICATION defines the minimum criteria needed to carry out the job and the job cannot be done without theses. Desirable refers to criteria which successful applicants would be expected to acquire during their time in post. The desirable requirements are not taken into consideration in a job