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Receptionist and Administrative Assistant

3 months ago

Oxford, Oxfordshire, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time
On our reception desk the post holder will provide a calm and efficient service for patients attending their appointments. They will be the first point of contact for patients both face to face and over the telephone. This post is shared with a part-time receptionist/administrative assistant who works 3 days a week (Wed-Fri). Administrative duties will include preparation of clinics, scanning of notes onto EPR and other admin duties as required.

The core working hours are 09:00 - 17:00 Monday to Friday


The Oxford Haemophilia and Thrombosis Centre (OHTC) is a small multidisciplinary unit, located at the Churchill Hospital, consisting of approximately 35 members of staff who run three clinical services: The DVT service is a nurse led service covering patients within Oxfordshire this service diagnoses and treats patients with suspected DVT's before passing on to the Anticoagulation service.

The Oxfordshire Anticoagulant Service is also a nurse led service which manages approximately 8500 patients taking warfarin in Oxford and the surrounding county.

The service provides monitoring of the patients oral anticoagulation and provides education and support and sends out approximately 130,000 dosing instructions per year.

The Haemophilia service covers Oxfordshire and the surrounding counties and is one of the largest Haemophilia centres in the UK.

Patients are referred to the centre for investigation of possible bleeding or thrombotic disorders - diagnostic tests being carried out by our own clinical and research laboratories - and we provide life
- long care and treatment to diagnosed patients.


Act as first point of contact for all patients and visitors, both in person and on the telephone, and always acting in a professional manner, deal with queries using own initiative and taking appropriate action.


Working as part of the receptionist team, always ensure effective communication with colleagues and show flexibility in covering colleagues during periods of annual leave and sickness as required.

During busy outpatient clinic times, ensure that patients are kept informed of clinic waits advising of any problems.


Use the Trust and departmental IT systems to register patients, ensure that details are correct, make out-patient appointments, check in/check out of outpatient appointments.

Ensure that outcome forms are completed and actioned as required.

To deal with requests and enquires and forward them to the relevant team member.


Exercising judgement and initiative to analyse and resolve problems, taking appropriate action or referring to the admin and access team leader as appropriate using own judgement.


Ensure the provision of medical records and pull patients' notes from any location and ensure all filing is up to date in the patients notes ready for when they attend clinic, following the tracking procedure for all patient notes.

Arrange patient transport as necessary, in line with Trust procedures.

Receive post, parcels and laboratory specimens and process accordingly.

After training, using the hospital computer systems to carry out any of the above duties.


Be aware of patients, and the patient's family needs, and if patients or their family appear distressed or need help and support contact the appropriate professional.


Provide support to patients within the centre by answering non-medical queries such as availability of literature, toilets, light switches; how to use vending machines etc.

Provide clerical support to the unit administrator and clinical and nursing staff as required.


Any other general office duties (filing, photocopying etc.) at the request of the Administration Manager which may be needed to fulfil the objectives of the post, which are appropriate to the grade.


Perform any other duties appropriate to the grade and objective of the post as directed by the Admin & Access Team Leader or Departmental Manager.