Services Administrator

Oxford University Hospitals NHS Foundation Trust

This job is now closed

Job summary

Job purpose:- To provide comprehensive and efficient administrative service to the clinical teams within the Neurorehabilitation Service.- To provide comprehensive administrative support in developing and organising training andeducation programmes associated with the OCE.- To be responsible for the collation and input of data for the UK specialist Rehabilitation Outcomes Collaborative (UKROC), a national database for collating case episodes for inpatient rehabilitation.

General -- Must at all times carry out these duties and responsibilities with due regard to the Trust's Equal Opportunities Policy and is expected to promote and implement the Trust's Equal Opportunities Policy.- Must at all times respect patient confidentiality and in particular the confidentiality of electronically stored personal data.- Must be aware of individual's responsibilities under the Health and Safety at Work Act and identify and report any untoward incident or accident or potentially hazardous environment.- Is required to familiarise him/herself with and comply with the Trust's policies and procedures.- Is required to attend relevant training courses and appropriate Trust and departmental meetings.

Main duties of the job

An opportunity has arisen for a motivated and dedicated Services Administrator to provide comprehensive administrative support in developing and organising training and education programmes associated with the OCE. The post holder will also be responsible for the collation and input of data for the UK specialist Rehabilitation Outcomes Collaborative (UKROC), a national database for collating case episodes for inpatient rehabilitation. This role will also provide comprehensive administrative support to the clinical teams within the Neurorehabilitation Service.

Excellent computer literacy is important especially in using Microsoft Office applications. Previous experience of using the Electronic Patient Record (EPR) or NHS IT systems would be advantageous, although full training will be offered. Excellent team working and prioritisation skills are crucial with attention to detail. Previous experience of working in the NHS would be helpful but not mandatory. You should have the ability to use your own initiative to manage the competing and conflicting demands that this joint role will bring.

For an informal discussion please contact Alison Price, Patient Pathway Coordinator on 01865 737205 or email Alison.Price@ouh.nhs.uk or alternatively Kashy.mendiratta@ouh.nhs.uk Patient Support Manager on 01865 227665

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. Find out more herewww.ouh.nhs.uk

The Trust comprises 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 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.

Date posted

23 July 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

321-MRC-6200953-B3

Job locations

Oxford Centre for Enablement, Nuffield Orthopaedic Centre

Windmill Road

Headington, Oxford

OX3 7HE

Job description

Job responsibilities

Job purpose:

To provide comprehensive and efficient administrative service to the clinical teams within the Neurorehabilitation Service.
To support the Oxfordshire Wheelchair Services with referrals received and other tasks as per capacity.
To provide comprehensive administrative support in developing and organising training and education programmes associated with the OCE.

To be responsible for the collation and input of data for the UK specialist Rehabilitation Outcomes Collaborative (UKROC), a national database for collating case episodes for inpatient rehabilitation.

Principle Duties / Responsibilities

To provide administrative support to all inpatient and outpatient neurorehabilitation clinical teams within the OCE

To be responsible for the administrative tasks surrounding the organisation of all courses run by the Oxford Centre for Enablement, including processing applications, submitting invoice authorities and financial requests.
Providing support for the courses when they are running by replenishing refreshments, dealing with ICT/technical problems, dealing with queries, and producing course materials and certificates.
To ensure that all information for the UKROC dataset database is entered efficiently and in an organised manner, adhering to strict monthly deadlines. To be responsible for the collation of this data to ensure that all information is correct and up to date.
The post holder will be responsible for covering the role of the receptionist in their absence.
To use a variety of hospital booking systems and databases.
To perform general office duties, such as sorting post, distribution of administrative stock, etc.
To work flexibly, providing cover for other administration departments within the OCE as required
Handle telephone calls, answerphone messages and emails from patients, healthcare professionals and other members of the public. Resolve any queries that may arise and update the relevant information systems taking appropriate action.
Demonstrate a calm confident telephone manner and be able to relay information to those where there may be communication difficulties.
To undertake any other duties required by arrangement with your line managers.

Job description

Job responsibilities

Job purpose:

To provide comprehensive and efficient administrative service to the clinical teams within the Neurorehabilitation Service.
To support the Oxfordshire Wheelchair Services with referrals received and other tasks as per capacity.
To provide comprehensive administrative support in developing and organising training and education programmes associated with the OCE.

Principle Duties / Responsibilities

To provide administrative support to all inpatient and outpatient neurorehabilitation clinical teams within the OCE

To be responsible for the administrative tasks surrounding the organisation of all courses run by the Oxford Centre for Enablement, including processing applications, submitting invoice authorities and financial requests.
Providing support for the courses when they are running by replenishing refreshments, dealing with ICT/technical problems, dealing with queries, and producing course materials and certificates.
To ensure that all information for the UKROC dataset database is entered efficiently and in an organised manner, adhering to strict monthly deadlines. To be responsible for the collation of this data to ensure that all information is correct and up to date.
The post holder will be responsible for covering the role of the receptionist in their absence.
To use a variety of hospital booking systems and databases.
To perform general office duties, such as sorting post, distribution of administrative stock, etc.
To work flexibly, providing cover for other administration departments within the OCE as required
Handle telephone calls, answerphone messages and emails from patients, healthcare professionals and other members of the public. Resolve any queries that may arise and update the relevant information systems taking appropriate action.
Demonstrate a calm confident telephone manner and be able to relay information to those where there may be communication difficulties.
To undertake any other duties required by arrangement with your line managers.

Person Specification

criteria

Essential

Education - ? Good general education (to include GCSE English Language)
Literate, numerate and articulate
Database/spreadsheet skills
Experience and Skills - ? Previous administration experience
Up to date experience of MS windows, MS office, excel, power point and access (or equivalent)
Good communication skills
Ability to prioritise
Ability to work under pressure
Ability to work with minimal supervision and use own initiative.
Ability to handle confidential and sensitive information
Specific Aptitude & Abilities - ? Reliable and organised
Methodical, conscientious
Alphabetic and numeric filing skills
Accurate attention to detail
Flexible approach to work
Willing to undergo further training as appropriate
Interpersonal skills Communications skills - ? Excellent verbal and written communication skills
Excellent telephone manner
Ability to communicate with a wide range of people, including the public and work colleagues at all levels Flexible approach to working
Work well within a team.
Flexible and adaptable approach to rapidly changing priorities and a variety of tasks

Desirable

Education - ICT Qualification
Experience and Skills - ? Experience of working in the NHS
EPR Knowledge
Specific Aptitude & Abilities - ? Ability to form good working relationships and encourage team working
Interpersonal skills Communications skills -? Able to communicate with a wide range of people

Person Specification

criteria

Essential

Education - ? Good general education (to include GCSE English Language)
Literate, numerate and articulate
Database/spreadsheet skills
Experience and Skills - ? Previous administration experience
Up to date experience of MS windows, MS office, excel, power point and access (or equivalent)
Good communication skills
Ability to prioritise
Ability to work under pressure
Ability to work with minimal supervision and use own initiative.
Ability to handle confidential and sensitive information
Specific Aptitude & Abilities - ? Reliable and organised
Methodical, conscientious
Alphabetic and numeric filing skills
Accurate attention to detail
Flexible approach to work
Willing to undergo further training as appropriate
Interpersonal skills Communications skills - ? Excellent verbal and written communication skills
Excellent telephone manner
Ability to communicate with a wide range of people, including the public and work colleagues at all levels Flexible approach to working
Work well within a team.
Flexible and adaptable approach to rapidly changing priorities and a variety of tasks

Desirable

Education - ICT Qualification
Experience and Skills - ? Experience of working in the NHS
EPR Knowledge
Specific Aptitude & Abilities - ? Ability to form good working relationships and encourage team working
Interpersonal skills Communications skills -? Able to communicate with a wide range of people

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.