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Administrative Assistant

2 months ago

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

Job Title: Administrative Assistant

Job Reference: [Removed]

Department: Gynaecology Administrative Team

Job Type: Full-time

Hours: 37.5 hours per week

Salary: £[Removed]

Contract Type: Permanent

Job Summary

We are seeking an experienced Administrative Assistant to join our Gynaecology Administrative Team. The successful candidate will provide administrative support to the team, ensuring the smooth operation of the department.

Key Responsibilities
  • Provide administrative support to the team, including answering phone calls, responding to emails, and managing correspondence.
  • Manage patient records, including updating patient information and maintaining accurate records.
  • Coordinate appointments and procedures, ensuring that patients are seen by the correct clinician.
  • Process and log non-Choose and Book referrals, ensuring that all necessary information is recorded.
  • Book new and follow-up outpatient and diagnostic appointments, ensuring that capacity is proactively and efficiently used.
  • Reschedule outpatient appointments as a result of patients calling the service, in line with the 18-week RTI target and agreed local processes.
  • Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient appointments in line with agreed local processes.
  • Complete clinic cancellation forms and ensure that appointments are rescheduled accordingly.
  • Update patient details on EPR, including ensuring that patients who require discharge are processed accordingly.
  • Act as the first point of contact for patients coming into the department, providing a full reception service, including checking patients in and out of appointments.
  • Admit and discharge patients to the ward, as required.
  • Act upon queries from referrers, patients, and other relevant parties, taking relevant action to provide reassurance and support to patients and their families.
  • Book interpreters for patients prior to appointments and admissions, as and when required.
  • Book transport for patients who require it, in line with local processes and CCG guidelines.
  • Support the Patient Pathway Coordinators as directed, with tasks including adding patients to the EPR inpatient/day case waiting lists, processing inpatient/day case admissions, and booking pre-operative assessment appointments.
  • Actively review patient DNAs, liaising with the appropriate clinical staff and reschedule patient procedures in line with agreed local processes.
  • On an as and when required basis, liaise with theatres to ensure that specialist equipment is available, and theatres slots are utilised appropriately.
  • On an as and when required basis, inform and liaise with the Clinical Site Management Team and Clinical Team that ITU/HDU beds have been booked for elective patients, as required.
Requirements
  • Excellent communication and interpersonal skills.
  • Ability to work accurately and efficiently in a fast-paced environment.
  • Strong organizational and time management skills.
  • Ability to maintain patient confidentiality at all times.
  • Flexibility to work varying hours, including evenings and weekends, as required.
  • Ability to work as part of a team, providing support to colleagues as needed.
What We Offer

We offer a competitive salary, excellent benefits package, and opportunities for career development and progression.

We are an equal opportunities employer and welcome applications from all qualified candidates.

Please note that this job description is not exhaustive and the post holder may be required to undertake other duties as necessary.