Secretary

6 months ago

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

We are looking to recruit a full time secretary to join our team at the Churchill Hospital in supporting the smooth running of the 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.

MAIN PURPOSE OF POST

Patient administration underpins the patient journey, supporting clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.

The post holder will provide a professional, comprehensive and efficient administrative service, which is effectively delivered to all patients and members of the Department.

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 workin

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