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Administrative Assistant

7 months ago

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

We have an exciting opportunity for someone to join our team to provide cover for Maternity leave. The role will provide excellent customer facing service at all times to our reception areas. You will support to the Patient Pathway Administrators with all elements of the patient pathway from EPR, referrals, to clinic booking and processing correspondence. You will also provide a comprehensive administrative support service to the Outpatients service.

**MAIN PURPOSE OF POST**:
Patient administration underpins the patient journey and supports the clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports the management team to deliver a high standard of data quality by making the best use of capacity and resources.

The post holder is responsible for the delivery of a professional, comprehensive and efficient administrative service to support the delivery of high quality clinical services under the supervision of the Senior Administrator.

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

OXFORD UNIVERSITY HOSPITALS NHS TRUST

**Job Title**: Administrative Assistant

**Grade**: Admin and Clerical Band 3

**Hours**: 37.5 hours (1 wte)

**Department**: Psychological Medicine Service

**Responsible To**: Assistant Service Manager

**Accountable To**: Operational Service Manager

**MAIN PURPOSE OF POST**:
Patient administration underpins the patient journey and supports the clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports the management team to deliver a high standard of data quality by making the best use of capacity and resources.

The post holder is responsible for the delivery of a professional, comprehensive and efficient administrative service to support the delivery of high quality clinical services under the supervision of the Senior Administrator.

**RESPONSIBILITIES**:
**Administration**:
To provide reception cover and act as the first point of contact for patients attending face to face appointments and meeting and greeting patients.

Ensuring the waiting room area is kept clean and tidy.

To manage an electronic diary room booking system.

Dealing with incoming correspondence, opening and prioritising incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning items in a timely manner.

To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trust’s Elective Access Policy and local Standard Operating Procedures in order to meet national RTT Standards, and following the appropriate escalation process to highlight problems to the Assistant Service Manager and / or the Operational Service Manager when in need of assistance.

Use of the digital transcription system (Voice Recognition) to produce clinical correspondence to inform referrers, patients and other stakeholders of patient pathway progress. In doing so, produce high quality accurate correspondence which conforms to the Trust Key Performance Indicator of 7 working days from the point of clinical delivery/decision to being sent to the patient.

Liaising with referrers to ensure effective pathway management and to maintain good working relationships with stakeholders.

Become proficient in the use of Scan IT software to ensure letters, clinical reports, diagnostic test results and other notes are uploaded and filed correctly in patient records on EPR.

Check in patients attending for their Psychological Medicine appointment, checking demographic information such as name and date of birth are correctly recorded in EPR and updating with changes and corrections.

Check out patients from their appointment, following the instructions on the outcome form to ensure the correct RTT status code is recorded.

Cache up clinics regularly to ensure revenue is accurately captured.

Complete the e-clinic-prep process to ensure relevant documentation is present on EPR for patient appointments.

Follow the HIM tracking procedure for the movement of all paper patient notes.

Act upon queries from referrers, patients and other stakeholders in a timely manner. Take rele