Job vacancy: Administration Officer, Oxford University Hospitals NHS Foundation Trust, Headington Oxford

Job summary

Main area: JR ED Med Secs & Clerical / EMER Acute Medicine and Rehabilitation
Grade: B3
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday,Wednesday, Thursday, Friday ,Saturday 09:00 - 17:00)
Job ref: 321-MRC-6400721-B3

Employer: Oxford University Hospitals NHS Foundation Trust
Employer type: NHS
Site: John Radcliffe
Town: Headington Oxford
Salary: £22,816 - £24,336 per annum pro rata
Salary period: Yearly
Closing: 24/07/2024 23:59

Administration Officer

B3

Oxford University Hospitals NHS Foundation Trust is 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.

Many of our recruitment programmes use Value Based Interviewing to identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values

Detailed job description and main responsibilities

• To be responsible for the reception of patients, relatives, carers and ambulance staff
in a calm, professional and polite manner
• To supply clinical staff with the correct documentation to support patients clinical
pathways through the Emergency Department and Emergency Assessment Unit.
• To accurately record and input full data/information into the Trust’s EPR system in a
timely manner.
• To provide excellent customer care that demonstrates a caring and responsive
approach to those attending the hospital.
• Act as a first point of call for patients, relatives and carers presenting to the
Emergency Department and provide guidance on what they can expect
• Keeping a watchful eye on patients in the waiting room.
• Collect personal and confidential information from patients or relatives ensuring tact
and empathy are employed when inputting presenting complaint and using both
computerised and paper-based systems as appropriate. Data may be collected at the
reception desk or directly from seriously ill patients who are already in cubicles within
the department or their relatives.
• Use tact, diplomacy, understanding and compassion when communicating with
patients who may be distressed, hard of hearing or whose first language is not
English.
• To liaise with Ambulance and Police services and relevant departments within the
trust as necessary to ensure a smooth patient pathway.
• File departmental records and organised the culling of filed notes in accordance with
Trust guidelines. To support the collection of notes for Audit/Research as requested
by Team Coordinators/Senior Clinicians
• Photocopying and other general office procedures.
• To contribute in own personal development, through attendance at mandatory
training courses and appraisal
• To understand own role and involvement in the Major Incident Process.
• To ensure that information on overseas and private patients is entered accurately
onto EPR, to ensure appropriate charges are incurred.
• To frequently enter the Resus room to take patient details of Trauma patients who are
seriously ill and requiring urgent medical attention, ensuring the details are added to
the system in an expedited manner.

Person specification

Education/ Qualifacations

Essential criteria

Educated to Alevel
Good level of written communication (demonstrated in application form)
Experience
Accurate attention to detail, Excellent Keyboard skills, Ability to work under pressure.

Desirable criteria

Experience working for the NHS/ Public Sector
IT literate with a good level of experience in MS Office, Word and Excel
Good general level of Education GCSE or equivalent in English. Good IT Skills

N/A

Essential criteria

Desirable criteria

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment , we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Nursing and Midwifery: For candidates applying from outside the UK: Please be advised that we work in partnership with Envertiz who will be managing your recruitment therefore by applying you are consenting to us passing your contact details and application to Envertiz so they can manage your recruitment and on-boarding. If you do not consent to this, please do not apply.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.

No unsolicited recruitment agency telephone calls or emails.