Consultants Administration Team Lead

Oxford University NHS Foundation Trust

This job is now closed

Job summary

The purpose of the role is to provide and co-ordinate a comprehensive, confidential, and high-quality administrative support to the consultants and multidisciplinary team. You will be responsible for the smooth and effective running of the administration and systems of their offices and be actively involved in staff management. You will be responsible for managing patient's pathways and referrals ensuring information is accurate and up to date. You will also manage the transcription services that are used by the consultant's team.This is a fast paced role and will need to be highly organised, proactive and a confident communicator. You must work on your own initiative, develop their own administrative systems, manage and prioritise their workload, seeking advice and escalating issues to service leads and managers.

You will be effective in leading teams and have an interest in analysing and presenting data to senior management.

If you meet the criteria above, we would like to hear from you. If you would like further information or to arrange an informal visit to the department, please contact Alex Daisa, Patient Pathway Team Lead & PA on Alexandra.Daisa@ouh.nhs.uk.

Main duties of the job

The post holder will work closely with consultants, other members of the clinical team and administrative staff to support the delivery of service ensuring comprehensive efficient processes are in place to manage the workload.
The postholder will be responsible for manging and tracking the 18-week pathway using activity and clinical data to validate the waiting times targets, reporting figures accurately and providing data requests.
To be responsible for communicating with IM&T services and the digital leads in the trust for the setting up of Attend Anywhere (AA) and logging request for issues.
To train and support for administrative staff and medical staff with new processes in EPR.
To oversee all clinics are booked appropriately and referrals registered ensuring all changes are recorded accurately and do not impact clinical time.

To be the main contact for all telephone queries relating to the medical team ensuring information is passed correctly to the relevant staff and dealt with in a professional manner.

About us

Oxford University Hospitals NHS Foundation Trustis 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 - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin 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 thisDelivering Compassionate Excellenceand 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 theOUH YouTube channel.

Many of our recruitment programmes useValue Based Interviewingto 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 visitwww.ouh.nhs.uk/about/vision-and-values

Date posted

12 July 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year Per Annum / Pro Rata

Contract

Permanent

Working pattern

Full-time

Reference number

321-MRC-5446961-B4

Job locations

Oxford centre for Enablement, Nuffield Orthopaedic Centre

Windmill Road

Oxford

OX3 7HE

Job description

Job responsibilities

To act as a first point of contact for all matters relating to administration for the consultants team based at the OCE
Managing and maintaining appointments diaries for all consultants and registrars within the neuro rehabilitation service electronically, recording their annual leave and updating their diaries accordingly for all clinics.
To set up and assist the medical team with information required for meetings and interviews as requested by your line manager.
Making all room bookings and arrange refreshments as required for the consultants for clinical meetings and to assist with other room booking requests.
Supporting the PA and Business Administration Manager with ad hoc tasks and taking minutes as required in their absence for the Clinical Unit Meeting.
Monitoring administrative systems and procedures in place and suggest improvements when appropriate and monitor the effectiveness.
To deal with telephone calls from GPs/patients relating to their consultants practice.
To use trust procurement systems for raising office supplies and for processing invoices relevant to the role on this system, ensuring goods are received.
To deal with any complaints received via face or non-face to face relating to clinics with the support of your line manager.
To ensure all new starters are provided with stationery, instructions, phone list, door codes and

that they are booked in advance for any training that is required specific to their role.

To support the consultants with ad hoc typing requests relating to clinical matters and assist with other duties as requested.
To ensure an electronic record is maintained of any equipment that has been issued to the medical team and amend accordingly to changes in staffing.
To be proactive in ensuring discharge summaries are completed on time and chasing the clinical teams and consultants as necessary to meet trust targets.
To take responsibility for DVLA requests for patients and ensure consultants process these on time and chase as required ensuring processes are in place to manage this.
To train and support medical staff with new processes so that they understand the administrative processes that needs to be followed to ensure consistency.
To be the main point of contact for reporting issues to IM&T on behalf of the admin department and medical team ensuring that calls are followed up.
To understand and use Medirota for all annual leave requests for the doctors and update the clinic schedule accordingly to ensure accuracy.
To have access and grant staff to the relevant drives that they will require to do their role.
To ensure that the standard operating procedures (SOPs) for the department are always correct.
To actively participate in meetings, answering any questions or queries that the medical team have regarding admin processes
To participate in the recruitment process of new and temporary staffing.
To reject any letters received by doctors via email by sending letter with instructions for e-RS via email or post
To actively check OCE Consultants Inpatient pool in EPR and update spreadsheets with necessary information
To be trained to be a super user for EPR to support staff and could unlock/update Smartcard cards.
To ensure that the on-call rota is updated and circulated in a timely manner.
To undertake any other duties required by the Patient Support Manager and PA and Business Administration Manager as requested and assist with covering the main reception desk as required.
To monitor, maintain & replenish stock on the PPE stock room and all clinic rooms.
To create update & distribute clinic timetables.
To grant or arrange access for relevant software or folders.
To create and update teams Standard Operating Procedures (SOPs)

Line management

To line manage the Support Administrators; ensuring that they perform duties as per their roles, and cover as necessary, maintaining annual leave and hours (via e-rostering), sickness (via first care), performance issues and to perform annual performance reviews in line with trust policies.
To be responsible in ensuring that the administrators understand all administration and EPR processes, ensuring additional support is provided.
To ensure that the post holder understands the transport booking system for patients and that the admin team are supported and trained appropriately to manage independently. To take responsibility if patients on stretchers and/or special requirements need to be put in place and are implemented.
To run weekly stretcher reports on patient transport booking system.
To ensure that new starters are set up appropriately and full training and support is provided.
To check all admin team members have completed mandatory E-learning.

Clinics and Electronic Patient Records related tasks (EPR)

To monitor and take responsibility for the patient waiting lists and patient pathways using the daily PTL and RTT lists and Revenue Cycle ensuring that that the information is correct on EPR ensuring any issues arising re the waiting time are escalated to your line manager.
Develop an in-depth understanding of the NHS and Trust waiting list policy and procedures.
To manage the process of all referrals received via electronic, paper and e-RS ensuring that information is recorded as per the trust processes within 24 hours. To check and update e-RS spreadsheet and update pathway ID to e-RS UBRN
To manage weekly all Patient Missing Follow Up (PMFU) lists in Revenue Cycle.
To be responsible in ensuring that all clinics are scheduled, rebooked, and cancelled appropriately ensuring that EPR is correct and to keep a log of all clinic cancellations using excel spreadsheets. To ensure all cancelled clinics are blocked in EPR with appropriate reasons.
To take responsibility for ensuring that outpatient clinics are closed within the Trusts agreed timescale and to chase as necessary.
To oversee that all information is appropriately scanned onto the hospital database system (EPR).
To be responsible for looking at capacity against demand for the consultant clinics and be accountable for processing proformas for EPR, ensuring that the clinic templates in EPR are always correct and activity is recorded correctly.
To liaise with other consultant teams within the trust, ensuring that specialist clinics are booked and set up accordingly.
To be responsible for providing the Operational Service Manager and Patient Support Manager with monthly data collection requests and other ad hoc requests using EPR, ensuring the information provided is accurate.
To be responsible for rectifying any EPR issues due to admin errors.
To actively attend monthly spasticity clinics and update team with cancellations, DNAs and number of referrals received and other information as required.
To create spasticity staffing schedule and send out for the month ahead to the relevant medical team.
To create and update PowerNotes in PowerChart for primarily the consultants but also the therapists from time to time and to resolve any PowerNote template issues.
To support the trial period for PowerChart with Dragon and provide feedback to the medical staff member.
To ensure and have a process in place to check that all clinic letters have been submitted correctly via PowerChart.

Job description

Job responsibilities

To act as a first point of contact for all matters relating to administration for the consultants team based at the OCE
Managing and maintaining appointments diaries for all consultants and registrars within the neuro rehabilitation service electronically, recording their annual leave and updating their diaries accordingly for all clinics.
To set up and assist the medical team with information required for meetings and interviews as requested by your line manager.
Making all room bookings and arrange refreshments as required for the consultants for clinical meetings and to assist with other room booking requests.
Supporting the PA and Business Administration Manager with ad hoc tasks and taking minutes as required in their absence for the Clinical Unit Meeting.
Monitoring administrative systems and procedures in place and suggest improvements when appropriate and monitor the effectiveness.
To deal with telephone calls from GPs/patients relating to their consultants practice.
To use trust procurement systems for raising office supplies and for processing invoices relevant to the role on this system, ensuring goods are received.
To deal with any complaints received via face or non-face to face relating to clinics with the support of your line manager.
To ensure all new starters are provided with stationery, instructions, phone list, door codes and

that they are booked in advance for any training that is required specific to their role.

To support the consultants with ad hoc typing requests relating to clinical matters and assist with other duties as requested.
To ensure an electronic record is maintained of any equipment that has been issued to the medical team and amend accordingly to changes in staffing.
To be proactive in ensuring discharge summaries are completed on time and chasing the clinical teams and consultants as necessary to meet trust targets.
To take responsibility for DVLA requests for patients and ensure consultants process these on time and chase as required ensuring processes are in place to manage this.
To train and support medical staff with new processes so that they understand the administrative processes that needs to be followed to ensure consistency.
To be the main point of contact for reporting issues to IM&T on behalf of the admin department and medical team ensuring that calls are followed up.
To understand and use Medirota for all annual leave requests for the doctors and update the clinic schedule accordingly to ensure accuracy.
To have access and grant staff to the relevant drives that they will require to do their role.
To ensure that the standard operating procedures (SOPs) for the department are always correct.
To actively participate in meetings, answering any questions or queries that the medical team have regarding admin processes
To participate in the recruitment process of new and temporary staffing.
To reject any letters received by doctors via email by sending letter with instructions for e-RS via email or post
To actively check OCE Consultants Inpatient pool in EPR and update spreadsheets with necessary information
To be trained to be a super user for EPR to support staff and could unlock/update Smartcard cards.
To ensure that the on-call rota is updated and circulated in a timely manner.
To undertake any other duties required by the Patient Support Manager and PA and Business Administration Manager as requested and assist with covering the main reception desk as required.
To monitor, maintain & replenish stock on the PPE stock room and all clinic rooms.
To create update & distribute clinic timetables.
To grant or arrange access for relevant software or folders.
To create and update teams Standard Operating Procedures (SOPs)

Line management

To line manage the Support Administrators; ensuring that they perform duties as per their roles, and cover as necessary, maintaining annual leave and hours (via e-rostering), sickness (via first care), performance issues and to perform annual performance reviews in line with trust policies.
To be responsible in ensuring that the administrators understand all administration and EPR processes, ensuring additional support is provided.
To ensure that the post holder understands the transport booking system for patients and that the admin team are supported and trained appropriately to manage independently. To take responsibility if patients on stretchers and/or special requirements need to be put in place and are implemented.
To run weekly stretcher reports on patient transport booking system.
To ensure that new starters are set up appropriately and full training and support is provided.
To check all admin team members have completed mandatory E-learning.

Clinics and Electronic Patient Records related tasks (EPR)

To monitor and take responsibility for the patient waiting lists and patient pathways using the daily PTL and RTT lists and Revenue Cycle ensuring that that the information is correct on EPR ensuring any issues arising re the waiting time are escalated to your line manager.
Develop an in-depth understanding of the NHS and Trust waiting list policy and procedures.
To manage the process of all referrals received via electronic, paper and e-RS ensuring that information is recorded as per the trust processes within 24 hours. To check and update e-RS spreadsheet and update pathway ID to e-RS UBRN
To manage weekly all Patient Missing Follow Up (PMFU) lists in Revenue Cycle.
To be responsible in ensuring that all clinics are scheduled, rebooked, and cancelled appropriately ensuring that EPR is correct and to keep a log of all clinic cancellations using excel spreadsheets. To ensure all cancelled clinics are blocked in EPR with appropriate reasons.
To take responsibility for ensuring that outpatient clinics are closed within the Trusts agreed timescale and to chase as necessary.
To oversee that all information is appropriately scanned onto the hospital database system (EPR).
To be responsible for looking at capacity against demand for the consultant clinics and be accountable for processing proformas for EPR, ensuring that the clinic templates in EPR are always correct and activity is recorded correctly.
To liaise with other consultant teams within the trust, ensuring that specialist clinics are booked and set up accordingly.
To be responsible for providing the Operational Service Manager and Patient Support Manager with monthly data collection requests and other ad hoc requests using EPR, ensuring the information provided is accurate.
To be responsible for rectifying any EPR issues due to admin errors.
To actively attend monthly spasticity clinics and update team with cancellations, DNAs and number of referrals received and other information as required.
To create spasticity staffing schedule and send out for the month ahead to the relevant medical team.
To create and update PowerNotes in PowerChart for primarily the consultants but also the therapists from time to time and to resolve any PowerNote template issues.
To support the trial period for PowerChart with Dragon and provide feedback to the medical staff member.
To ensure and have a process in place to check that all clinic letters have been submitted correctly via PowerChart.

Person Specification

Criteria

Essential

Education & Qualifications - ? Educated to A-Level or equivalent
GCSE or equivalent passes in English Language and Maths
Experience - Experience of operating administrative and IT systems and procedures
Experience of data collection and input
Knowledge - ? Knowledge of office and IT systems in particular Excel
Skills & Abilities - Articulate - required to liaise effectively with patients and all staff groups and departments e.g. Senior Consultants, nursing staff, clerical support staff, clinical support staff, managers etc
Able to respond professionally and courteously o
Good organisational skills and an ability to prioritise own workload and meet deadlines with support but no direct supervision
Ability to take initiative when appropriate and to deal sensitively and confidentially with unexpected situations involving patients/other staff members
Ability to multi -task in a busy environment
Ability to work independently or as part of a team
Good telephone manner and ability to communicate effectively at all levels
Empathy with patients and relatives
Ability to handle confidential and sensitive information correctly

Desirable

Education & Qualifications - Evidence of relevant further education
ICT qualification
Experience - Experience of Reception and Administration in the NHS
Able to maintain and query databases
Experience of working in a changing environment
Knowledge - ? Knowledge of Hospital and NHS systems and procedures
Knowledge of the 18-week pathway

Person Specification

Criteria

Essential

Education & Qualifications - ? Educated to A-Level or equivalent
GCSE or equivalent passes in English Language and Maths
Experience - Experience of operating administrative and IT systems and procedures
Experience of data collection and input
Knowledge - ? Knowledge of office and IT systems in particular Excel
Skills & Abilities - Articulate - required to liaise effectively with patients and all staff groups and departments e.g. Senior Consultants, nursing staff, clerical support staff, clinical support staff, managers etc
Able to respond professionally and courteously o
Good organisational skills and an ability to prioritise own workload and meet deadlines with support but no direct supervision
Ability to take initiative when appropriate and to deal sensitively and confidentially with unexpected situations involving patients/other staff members
Ability to multi -task in a busy environment
Ability to work independently or as part of a team
Good telephone manner and ability to communicate effectively at all levels
Empathy with patients and relatives
Ability to handle confidential and sensitive information correctly

Desirable

Education & Qualifications - Evidence of relevant further education
ICT qualification
Experience - Experience of Reception and Administration in the NHS
Able to maintain and query databases
Experience of working in a changing environment
Knowledge - ? Knowledge of Hospital and NHS systems and procedures
Knowledge of the 18-week pathway

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information