Current jobs related to Ows Administrator - Oxford - Oxford University Hospitals NHS Foundation Trust

To integrate with all staff and clients of the Oxford Centre for Enablement, other staff within the trust, GPs and other health care professional and the Wheelchair Maintenance Service (WMS) who form part of the Oxfordshire Wheelchair Service (OWS) but are based off
- site.
- To provide comprehensive administrative support to the Oxfordshire Wheelchair Service clinical staff.
- To take a lead role for specific areas of administration within the administration team.

There are two posts available.

Opportunity has arisen for a motivated, innovative, and resourceful person to join the Oxfordshire Wheelchair Service (OWS) as an Administrator supporting the Oxfordshire Wheelchair Service that is based in the Oxford Centre for Enablement at the Nuffield Orthopaedic Centre. To fulfil this role, you must be an excellent communicator, well organised, self-motivated and able to work well on your own initiative and as part of a team with strong IT skills.

Oxford University Hospitals NHS Foundation Trustis 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 of 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 responsibilities and tasks
- To be responsible for prioritising own workload and that of others in staff absence
- Assist other members of the administration team with tasks as and when needed.
- Develop strong relationships with clinical staff and Approved Repairer staff
- Register and process patient referrals daily, ensuring that patient demographics are correct.
- Coordinate and book patient appointments using the hospitals electronic patient records (ELMS2) system.
- Coordinate patient appointments around staff leave and other commitments using the appropriate diaries and systems in place within the service.
- Ensure patient waiting times are strictly adhered to in the appointment booking process and liaise with Team Leader to resolve any issues
- Book patient transport if required and liaise with the ambulance service with regard to any unusual transport requests. Liaise with the ambulance service when issues arise with patient transport on the day of the patient’s appointment using the patient transport system (PTS).
- Ensure clinical staff have a vehicle available for home visits visits ensuring vehicles are checked daily for patient cancellations and appointments. Arrange for a hire vehicle when no pool car available as and when required.
- Send out appointment letters and non-provision letters ensuring the patient details are correct.
- Demonstrate a calm confident telephone manner and be able to relay information to those where there may be communication difficulties
- The post holder will be required to support the Wheelchair Maintenance Service (WMS) with managing phone calls and updating information on ELMS2 as required covering annual leave and staff sickness in the absence of the WMS Service Administrator or Service Manager.
- Process direct delivery referrals for standard wheelchairs, following the guidelines set out by the clinical team.
- Raise repairs, collections, deliveries and schedule dates as per appropriate for the Approved Repairer using the department’s local electronic system.
- Resolve any queries from the Approved Repairer regarding misplaced equipment and liaise with the store person and clinical support worker to resolve any issues
- Process electronic purchase orders in a timely manner, ensuring that urgent orders are prioritised
- Handle order queries from suppliers/manufacturers and pass on to the relevant clinical staff member to resolve
- Chase outstanding orders with the suppliers/manufacturer and obtain delivery dates
- Run weekly checks to ensure that equipment will arrive in time for patient clinic appointments
- Receive deliveries of equipment on ELMS2and update serial numbers and patient records
- Arrange for couriers to collect/deliver equipment to suppliers/manufacturers
- Develop a familiarity of patient equipment to aid when dealing with purchase orders and queries
- Carry out routine office duties such as scanning.
- Any other duties suitable for grade and deemed appropriate by Team Leader