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Senior Administrator

2 months ago

Oxford, Oxfordshire, United Kingdom NHS Full time
About the Role

We are seeking a highly organized and detail-oriented Administrator to join our team at Oxford University Hospitals NHS Foundation Trust. As a key member of the Diagnostics Directorate, you will provide administrative support to ensure the smooth operation of our services.

Key Responsibilities
  • Provide administrative support to the Diagnostics directorates, ensuring effective administrative systems and procedures are in place.
  • Organize the daily work of the directorates team, ensuring files and papers are available and up to date.
  • Support the clinical governance agenda of the directorate, including collating and monitoring risk assessments and updating the Directorate risk registers.
  • Assist in data collection for departmental and Trust clinical audits, referrals, and patient surveys.
  • Facilitate training on the Quality Management System (QMS) for directorate staff.
  • Lead in the review of documents within the QMS, including initial upload, documentation maintenance, and monitoring of document footfall.
  • Collate information for the monthly Quality report.
  • Ensure incoming telephone calls are answered promptly and messages are relayed accurately and in a timely fashion.
  • Perform various administrative tasks, including photocopying, filing, and record-keeping.
  • Use computer software, including Word, Outlook, Excel, PowerPoint, and email, to take dictation and word processing from handwritten text and audiotapes.
  • Initiate and link meeting agendas with outstanding work to ensure effective time management on behalf of the Diagnostics directorate team.
  • Manage the Diagnostics Directorate Management Board, communicating meeting dates, agendas, and coordinating information presented to the Board.
  • Attend meetings, take minutes, and follow up on actions as necessary.
  • Collate requests for additional pay and non-pay claims for directorate sign-off.
  • Support Human Resources matters within the directorates, including coordination and collation of appraisal monitoring and statutory compliance.
  • Lead effective communication across the directorate.
  • Book travel and accommodation for staff across the directorates, when authorized.
  • Record Consultant/Doctors annual leave and study leave across the Radiology directorate.
  • Undertake specific projects on behalf of directorate team members, within the skill set of the post holder or as a development opportunity.
  • Maintain databases and records, ensuring accuracy and up-to-date information.
  • Manage incoming and outgoing post, email, and utilize electronic diaries on a daily basis.
  • Provide an administration service for the directorate management team, including arranging computer support, printing, and photocopying.
  • Receive, check, and process all invoices throughout the directorate, carrying out necessary checks.
Person Specification
  • Good general level of education
  • Good IT knowledge and application
  • NHS experience
  • Patient pathway understanding, including waiting times
  • CRIS/Infoflex/EPR experience
  • Good working knowledge of medical terminology