Consultants Administration Team Lead

3 months ago

Oxford, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

The purpose of the role is to provide and co-ordinate a comprehensive, confidential, and high-quality administrative support to the consultants and multidisciplinary team. You will be responsible for the smooth and effective running of the administration and systems of their offices and be actively involved in staff management. You will be responsible for managing patient’s pathways and referrals ensuring information is accurate and up to date. You will also manage the transcription services that are used by the consultant’s team.

This is a fast paced role and will need to be highly organised, proactive and a confident communicator. You must work on your own initiative, develop their own administrative systems, manage and prioritise their workload, seeking advice and escalating issues to service leads and managers.

You will be effective in leading teams and have an interest in analysing and presenting data to senior management.
- The post holder will work closely with consultants, other members of the clinical team and administrative staff to support the delivery of service ensuring comprehensive efficient processes are in place to manage the workload.
- The postholder will be responsible for manging and tracking the 18-week pathway using activity and clinical data to validate the waiting times targets, reporting figures accurately and providing data requests.
- To be responsible for communicating with IM&T services and the digital leads in the trust for the setting up of Attend Anywhere (AA) and logging request for issues.
- To train and support for administrative staff and medical staff with new processes in EPR.
- To oversee all clinics are booked appropriately and referrals registered ensuring all changes are recorded accurately and do not impact clinical time.

To be the main contact for all telephone queries relating to the medical team ensuring information is passed correctly to the relevant staff and dealt with in a professional manner.

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.

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.
- To act as a first point of contact for all matters relating to administration for the consultant’s team based at the OCE
- Managing and maintaining appointments diaries for all consultants and registrars within the neuro rehabilitation service electronically, recording their annual leave and updating their diaries accordingly for all clinics.
- To set up and assist the medical team with information required for meetings and interviews as requested by your line manager.
- Making all room bookings and arrange refreshments as required for the consultants for clinical meetings and to assist with other room booking requests.
- Supporting the PA and Business Administration Manager with ad hoc tasks and taking minutes as required in their absence for the Clinical Unit Meeting.
- Monitoring administrative systems and procedures in place and suggest improvements when appropriate and monitor the effectiveness.
- To deal with telephone calls from GP’s/patients relating to their consultants’ practice.
- To use trust procurement systems for raising office supplies and for processing invoices relevant to the role on this system, ensuring goods are received.
- To deal with any complaints received via face or non-face to face relating to clinics with the support of your line manager.
- To ensure all new starters are provided with stationery, instructions, phone list, door codes and

that they are booked in advance for any training that is required specific to their role.
- To support the consultants with ad hoc typing requests relating to clinical matters and assist with other duties as requested.
- To ensure an electronic record is maintained of any equipment that has been issued to the medical team and amend accordingly to changes in staffing.
- To be proactive in ensuring discharge summaries are completed on time and chasing the clinical teams and consultants as necessary to meet trust targets.
- To take responsibility for DVLA requests for patients and ensure consultants process these on time and chase as required ensuring processes are in place to manage this.
- To train and support medical staff with new processes so that they understand the administrative processes that needs t

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