Secretary
3 months ago
We are looking to recruit two full time secretaries to join our team at the Orchard Health Centre in supporting the smooth running of the Oxfordshire Sexual Health Service.
Your new job
The Oxfordshire Sexual Health Service is a fast-paced unit and requires someone who will be excited by being part of a caring team delivering services to patients across Oxfordshire. This is a fantastic opportunity for someone looking for a job in a challenging and dynamic environment.
You
Your new department
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.
RESPONSIBILITIES
Secretarial Support
to provide primary administrative support to consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required
to open and prioritise incoming post, taking responsibility for actioning urgent items in the absence of the consultant or other clinical staff
to support patients under the clinicians’ care by booking where appropriate relevant diagnostic investigations and expediting where appropriate
to monitor urgent investigation requests to ensure they are processed appropriately.
to create and record minutes and agendas for regular and unscheduled meetings
to book interpreter services for patient appointments
to book travel and/or accommodation for staff, patients and/or samples and equipment
to assist with the processing of new referrals on e-referral systems
to provide administrative support to the leads for education and training, digital development, data reporting and audits
to monitor stock levels and place routine orders for stationery and general office equipment
to act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology
to monitor, record and report on enquiries from external health care providers
Clinic Support
to create and review clinic lists in line with rota planning to ensure the clinics are opened a minimum of six months in advance on Inform according to staff availability
to block clinic lists where applicable due to eg. staffing shortage, estates issues, IT failure, bank holiday closures
to update patient details on Trust and Departmental patient record systems
to assist with front desk cover at all sites during periods of staff shortages due to absence/vacancies
to assist with dispatching self-test kits, condom distribution and answering patient telephone queries during periods of staff shortages due to absence/vacancies
General
to maintain patient confidentiality at all times.
to demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
to 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.
to have a flexible 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 of 08:30 to 19:30.
to contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
to attend meetings and training as required to maintain an up-to-date working knowledge of Service and Trust procedures
to be familiar with the Business Continuity Plan for each site
to act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
Any other duties which may be needed to fulfil the objectives of the Service, 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 rev
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