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Oxford University Hospitals NHS Foundation Trust
About
The Oxford University Hospitals NHS Foundation Trust (OUH) is one of the largest acute teaching Trusts in the UK, with a national and international reputation for the excellence of its services and its role in teaching and research.
Find out more about the Trust on their web-site at www.ouh.nhs.uk
Watch how OUH goes about delivering compassionate excellence on the ouhnhs YouTube channel
Patient Pathway Administrator
Accepting applications until: 20-Oct-2024 23:59
Vacancy status: Open
Accepting applications until: 20-Oct-2024 23:59
Key details
Location
- Site
- Churchill Hospital
- Address
- Old Road
- Town
- Headington, Oxford
- Postcode
- OX3 7LE
- Major / Minor Region
- Oxfordshire
Contract type & working pattern
- Contract
- 10 months (Fixed term contract ends 31/03/2025)
- Hours
- Part time - 18.75 hours per week (Hours within Monday – Friday 0800 - 1600)
Salary
- Salary
- £24,071 - £25,674 pa pro rata
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 3)
Specialty
- Main area
- Patient Pathway Administrator
- Interview date
- 24/10/2024
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
Job overview
Dear candidate,
An exciting opportunity has arisen for a fixed term role as Band 3 Patient Pathway Administrator within the Women’s and Men’s Health Physiotherapy team. The Women’s and Men’s Health Physiotherapy team delivers a comprehensive range of services in gynaecology, urogynaecology, obstetrics, urology, colorectal surgery, and sexual health. We are a team of 12 including clinical and administrative staff, and are based over three sites – the John Radcliffe, Churchill and Horton General Hospitals. This administrative role is integral to the team, both in facilitating the patient pathway in line with the Elective Access policy, and supporting clinical staff in delivering high quality patient care. We are seeking to appoint a proactive, motivated individual who enjoys working in a busy environment. The post holder will need to have strong administrative skills. This position is for 18.75 hours per week, and is fixed term until 31/3/2025, although there may be an opportunity to extend this.
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Advert
Patient administration is critical to supporting clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.
The post holder will assist the Lead Administrator with the provision of a professional, comprehensive and efficient administrative service, including: · Providing administrative support to clinical staff, including outpatient diary management, patient correspondence support and other administrative duties as required. · Supporting patients under the clinicians’ care by booking relevant appointments in line with the 18-week referral to treatment (RTT) pathway. · Providing general administrative support including dealing with telephone and email enquiries. The post holder will be expected to have strong IT skills, be capable of using his/her own initiative, take responsibility for organising the workload, and enjoy working both independently and as a team member.
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Working for our organisation
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 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.
Detailed job description and main responsibilities
- Assist the Lead Administrator in providing administrative support to clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
- Support patients under the Clinicians’ care by booking relevant appointments in line with the 18-week referral to treatment (RTT) pathway.
- Work closely with all staff in the service to ensure compliance with 18-week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.
- Maintain an accurate waiting list through regular validation and updating of patient records on EPR.
- Ensure that patients are informed of their appointment date and have access to all relevant supporting information.
- Ensure that appropriate action is taken following both patient and hospital cancellations, such that utilisation of service capacity is maximised.
- Ensure cancellations are appropriately rescheduled in accordance with Trust Policy, and escalated as required.
- Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic hospital procedures and terminology.
Communication and Relationship Responsibilities
- Act as the first point of contact for patients and their families, demonstrating high levels of customer care and be an ambassador for customer care within the Trust.
- To appropriately and sensitively respond to patients who may have high levels of pain, anxiety or aggression.
- To maintain robust lines of communication and build effective working relationships with clinical and non-clinical colleagues.
- Maintain patient confidentiality at all times.
General Administrative Duties
- Take telephone calls from patients/carers and other professionals, dealing with callers in an efficient and helpful manner and give relevant information as appropriate – adhering to data protection policy and liaising with clinical staff as necessary.
- Respond to communication and queries including email, face to face and telephone in a timely manner.
- Deal with sensitive/confidential information e.g. patient records, in an appropriate manner.
- To cover as appropriate for absent colleagues where necessary to ensure the smooth running of the department.
- Use the Trust IT systems (e.g. EPR, Alden, etc.) to register patients, make outpatient appointments, ensure that details are correct, check in/check out outpatient appointments as instructed.
- Attend departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures.
- Act in a manner aligned to our Trust values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
- Deputise for more senior administrative staff when required.
- Complete and send stock/nonstock requisitions as required and present to the Principal Physiotherapist for signature. Ensure requisitions are sent to procurement as required.
- Undertake daily administrative tasks e.g. processing new referrals, opening mail, filling, photocopying, booking appointments and ordering patient transport, etc.
- To assist with the monitoring of stocks of equipment (e.g. paper roll, gloves)
- To input data onto databases as required, using Word or Excel as appropriate.
- Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.
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.
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Person specification
Education / Qualifications
Essential criteria
- • Good general level of education (e.g. 5 GCSEs grade C or above or equivalent)
Experience
Essential criteria
- • Proven administrative experience
- • Experience of working with the general public
Aptitude and Skills
Essential criteria
- • Ability to prioritise.
- • Ability to work independently, but also as a member of a team.
- • Up-to-date experience of Microsoft 365
- • Competence in use of various software packages
- • Excellent communication skills both written and verbal
Further details / informal visits contact
- Name
- Joanne Willmott
- Job title
- Clinical Lead – W&M’s Health Physiotherapy
- Email address
- [email protected]
- Telephone number
- 01865235383
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