Office Coordinator

3 weeks ago

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

Position Overview

We are seeking a dedicated Office Coordinator to provide essential support to the Rehabilitation Medical team at the Oxford Centre of Enablement (OCE). This role is pivotal in ensuring the smooth operation of administrative functions within a multidisciplinary team.

The successful candidate will be tasked with delivering a professional and efficient administrative service, ensuring that all patient pathways and referrals are managed accurately and timely. Collaboration with fellow administrative personnel is crucial to maintain a cohesive work environment.

This dynamic position demands exceptional organizational skills and effective communication abilities. The ideal candidate should be capable of working independently, establishing their own administrative processes, and prioritizing tasks while seeking guidance and escalating issues when necessary. A keen attention to detail is vital for success in this role.

Key Responsibilities

  • Serve as the primary point of contact for administrative inquiries related to the medical team at OCE.
  • Manage and maintain electronic appointment schedules for all consultants and registrars, ensuring accurate updates for outpatient clinics.
  • Facilitate room booking requests for clinical meetings and appointments as needed.
  • Handle incoming calls from both medical and non-medical personnel, ensuring clear communication of important messages.
  • Maintain adequate supplies of clinical materials for outpatient services and coordinate timely requests for replenishment.
  • Deliver outstanding customer service, demonstrating empathy and responsiveness to the diverse needs of patients.
  • Oversee daily mail collection and distribution.
  • Assist the medical team with various typing and administrative tasks as required.
  • Support weekly inpatient ward round meetings as necessary.
  • Manage DVLA requests for outpatients, ensuring compliance with established procedures.
  • Regularly monitor and respond to emails in the departmental mailbox.
  • Upload clinical documents to the electronic patient record system and ensure proper distribution to relevant parties.
  • Register all consultant referrals promptly, adhering to established protocols.
  • Check for new GP referrals throughout the day and register them accordingly.
  • Ensure timely forwarding of referrals and related documents to consultants.
  • Accurately schedule clinic appointments in accordance with organizational guidelines.
  • Prepare daily clinic materials, including outcome forms and wristbands as needed.
  • Manage virtual consultations, ensuring patient check-ins are conducted smoothly.
  • Close open clinics daily, following departmental procedures.
  • Update patient demographic information while maintaining confidentiality and data protection standards.
  • Review and submit clinic letters, ensuring accuracy and completeness.
  • Verify hospital transport bookings to ensure correct allocation of resources.
  • Organize and prioritize personal workload effectively.
  • Perform general office duties as assigned by the line manager.
  • Provide coverage for reception and other administrative roles as needed.
  • Report any IT issues on behalf of the office and medical team.
  • Process annual leave requests that impact clinic schedules.
  • Participate in the recruitment process for new staff members.
  • Monitor and replenish stock in the PPE supply room as required.
  • Manage patient waiting lists and pathways, ensuring accuracy in reporting.
  • Ensure all clinic slots are filled and manage patient scheduling effectively.
  • Verify that all outpatient clinics are closed within the agreed timeframe.
  • Communicate the monthly clinic timetable to the medical team.
  • Ensure proper submission of clinic letters and reports.

About the Organization

Oxford University Hospitals NHS Foundation Trust is a prominent NHS teaching trust, recognized for its extensive range of clinical services and commitment to medical education, training, and research. The Trust encompasses multiple hospitals, providing a collaborative environment focused on delivering high-quality patient care.

Our core values emphasize compassion, respect, learning, and excellence, ensuring that patient care remains at the forefront of our mission.

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