Maternity Ward Administrative Assistant

3 weeks ago

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

Position Overview

The primary objective of this position is to deliver a proficient and high-quality clerical service within Maternity wards. This role is essential in ensuring that a welcoming and professional atmosphere is maintained for patients and visitors, while also facilitating the seamless operation of administrative and clerical functions within the Maternity department.

Effective patient administration is crucial in enhancing the patient journey and supports clinical teams in providing exceptional patient care, significantly impacting the overall patient experience. By ensuring high standards of data integrity and optimizing resource utilization, this role plays a vital part in the management of patient services.

Key Responsibilities

We are seeking a dedicated, motivated, and well-presented individual to join our team of administrative assistants within the Maternity department. If you are passionate about contributing positively to patient care and possess strong communication and interpersonal skills, we encourage you to consider this opportunity.

The role involves providing a professional, efficient, and friendly service, ensuring that all patients, visitors, and healthcare professionals are greeted appropriately. A significant aspect of this position is the ability to exercise judgment and initiative in addressing daily patient inquiries and concerns, while collaborating with the broader Maternity administrative and clinical teams as necessary.

Candidates should demonstrate flexibility in their work approach, possess excellent organizational skills, and enjoy both independent and team-oriented tasks. Proficiency in keyboarding is essential, and familiarity with electronic patient record systems is advantageous, although training will be provided. This position offers the opportunity to become an integral part of the larger administrative team within Maternity, with numerous avenues for career advancement.

About Our Organization

Oxford University Hospitals NHS Foundation Trust is recognized as one of the largest NHS teaching trusts in the United Kingdom, offering a comprehensive range of general and specialized clinical services. The Trust serves as a hub for medical education, training, and research.

The Trust encompasses four hospitals, providing a diverse array of healthcare services. Our core values, standards, and behaviors shape the quality of clinical care we deliver and the professional relationships we cultivate with patients, colleagues, and the community. We are committed to Delivering Compassionate Excellence , which emphasizes our values of compassion, respect, learning, delivery, improvement, and excellence. These principles place patients at the center of our mission and guide the high-quality healthcare we aspire to provide.

Job Duties

  • Serve as the initial point of contact for patients, family members, and visitors, both in person and via telephone.
  • Monitor access to the ward to ensure compliance with safeguarding policies and procedures.
  • Handle inquiries from expectant mothers regarding their pregnancies with compassion and professionalism.
  • Respond to patient call buttons in a timely and appropriate manner.
  • Assist clinical staff during emergency situations on the ward.
  • Utilize the electronic patient record system to schedule appointments, admit, and transfer patients.
  • Acquire knowledge of patient pathways to ensure adherence to proper procedures when booking outpatient appointments and inpatient admissions.
  • Accurately enter information regarding overseas patients into the electronic patient record system and communicate with the Overseas team to facilitate appropriate billing.
  • Use document management systems to organize and maintain electronic patient records.
  • Track and manage patient notes effectively.
  • Collaborate closely with clinical staff to ensure the highest quality of care for patients under the Maternity service.
  • Maintain adequate levels of stationery supplies.
  • Perform general administrative duties as required.

Qualifications and Skills

Essential

  • GCSE or equivalent qualifications in Mathematics and English.

Skills, Knowledge, and Abilities

Essential

  • Experience in patient-facing roles, demonstrating a sensitive approach to challenging situations involving patients and their families.
  • Proven ability to work effectively as part of a team and independently.
  • Excellent communication skills, with examples of successfully managing difficult situations.
  • Self-motivated and proactive with strong organizational skills and attention to detail.
  • A positive and flexible attitude, with a willingness to learn and grow within the role.
  • Understanding of data protection principles and patient confidentiality.

Desirable

  • Previous experience with hospital information systems.
  • Familiarity with handling sensitive data in accordance with data protection regulations.

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