Consultants Administration Team Lead

6 months ago

Oxford, United Kingdom Oxford University NHS Foundation Trust Full time

To act as a first point of contact for all matters relating to administration for the consultants 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 GPs/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 to be followed to ensure consistency. To be the main point of contact for reporting issues to IM&T on behalf of the admin department and medical team ensuring that calls are followed up. To understand and use Medirota for all annual leave requests for the doctors and update the clinic schedule accordingly to ensure accuracy.

To ensure that the on-call rota is updated and circulated in a timely manner. To undertake any other duties required by the Patient Support Manager and PA and Business Administration Manager as requested and assist with covering the main reception desk as required. To monitor, maintain & replenish stock on the PPE stock room and all clinic rooms. To create update & distribute clinic timetables.

To grant or arrange access for relevant software or folders. To create and update teams Standard Operating Procedures (SOPs) Line management To line manage the Support Administrators; ensuring that they perform duties as per their roles, and cover as necessary, maintaining annual leave and hours (via e-rostering), sickness (via first care), performance issues and to perform annual performance reviews in line with trust policies. To be responsible in ensuring that the administrators understand all administration and EPR processes, ensuring additional support is provided. To ensure that the post holder understands the transport booking system for patients and that the admin team are supported and trained appropriately to manage independently.

To take responsibility if patients on stretchers and/or special requirements need to be put in place and are implemented. To run weekly stretcher reports on patient transport booking system. To ensure that new starters are set up appropriately and full training and support is provided. To check all admin team members have completed mandatory E-learning.

Clinics and Electronic Patient Records related tasks (EPR) To monitor and take responsibility for the patient waiting lists and patient pathways using the daily PTL and RTT lists and Revenue Cycle ensuring that that the information is correct on EPR ensuring any issues arising re the waiting time are escalated to your line manager. Develop an in-depth understanding of the NHS and Trust waiting list policy and procedures. To manage the process of all referrals received via electronic, paper and e-RS ensuring that information is recorded as per the trust processes within 24 hours. To check and update e-RS spreadsheet and update pathway ID to e-RS UBRN To manage weekly all Patient Missing Follow Up (PMFU) lists in Revenue Cycle.

To be responsible in ensuring that all clinics are scheduled, rebooked, and cancelled appropriately ensuring that EPR is correct and to keep a log of all clinic cancellations using excel spreadsheets. To ensure all cancelled clinics are blocked in EP

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