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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

Contact

Address: Oxford Univ Hosps NHS Foundation Trust; OUHC HR Department,; 3rd Floor Unipart House Business Centre; Garsington Road; Oxford; Oxfordshire; OX4 2PG
Contact Number: 01865 741186

Find out more

Jobs Website

Open

Ref: 321-MRC-8096565-B3 Vacancy ID: 8252281

Administrative Assistant

Accepting applications until: 08-Sep-2026 23:59

Vacancy status: Open

Accepting applications until: 08-Sep-2026 23:59

Location

Site: Oxford Centre for Enablement, Nuffield Orthopaedic Centre
Address: Windmill Road
Town: Headington, Oxford
Postcode: OX3 7HE
Major / Minor Region: Oxfordshire

Contract type & working pattern

Contract: Permanent
Hours: Part time - 15 hours per week (3 days Monday. Wednesday and Friday 09:00 - 14:00)

Salary

Salary: £25,760 - £27,476 per annum/pro-rata
Salary period: Yearly
Grade: (Band 3)

Specialty

Main area: Rehabilitation

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.

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

Main responsibilities and other operational tasks:

To act as a first point of contact for matters relating to administration for the medical team based at the OCE.
To manage and maintain appointments diaries for all consultants and registrars within the OCE medical team electronically, updating their annual leave and updating their diaries accordingly for all outpatient clinics. Also, to ensure that all these changes are reflected and updated in EPR
To support all room bookings requests as required for the medical team for clinics and any other clinical meetings.
To answer telephone calls using the Liberty website-based phone system from medical and non-medical staff, and deal with calls appropriately, communicating important messages to the appropriate people in a timely manner. To ensure that messages are clear and well documented as applicable in EPR or to the relevant individual.
To ensure that there is enough stock of clinical supplies for the outpatient clinics such as clinical forms, wristbands, ink cartridges, needles, stationary stock for office etc and to request further supplies in a timely manner with the line manager. To escalate any complaints received via face or non-face to face relating to clinics with the support of your line manager.
To provide excellent customer care that demonstrates a caring and responsive approach. To be compassionate and empathetic to the variety of complex physical, emotional, and social needs of the patient group that are seen by the OCE.
To actively collect, distribute and open all post daily.
To support the medical team with ad hoc typing requests relating to clinical matters and assist with other duties as requested.
To support the weekly in-patient ward round meetings as required.
To take responsibility for DVLA requests received for outpatients and ensure the correct process is followed and requests received are chased accordingly and submitted back to DVLA. To then inform your line manager when the request has been submitted to DVLA so that an invoice can be raised in a timely manner.
To monitor and reply to any emails in the department’s nhs.net mailbox on a regular basis. This will also be applicable to messages received in EPR.
To upload emails and other clinical documents to EPR via Scan-IT and forward onto the consultant/clinician/administrative teams/individuals as appropriate.
To register all consultant referrals sent via post, email, EPR message centre or e-RS within 24 hours using revenue cycle in EPR ensuring the correct patient pathway (RTT) is used always maintaining accuracy.
To check e-RS frequently throughout the day for new GP referrals and register them on revenue cycle in EPR.
To forward all referrals and relevant documents to the consultants in a timely manner.
To schedule clinic appointments accurately on revenue cycle in EPR ensuring that the correct RTT status is recorded in accordance with the Trusts 18 weeks guideline and follow department procedures.
To generate & prepare clinics for each day with a clinic sheets, outcome form & wristbands if required.
To login to the Attend Anywhere (AA) website for upcoming video consultations and check in patients when they become visible to you in the virtual waiting area. To message the patient on AA if the consultant/clinician is running behind in clinic.
To close open clinics daily on EPR in real-time if possible, using outcome forms following departmental processes.
To update patient demographics appropriately whilst adhering to the Trust policies for data protection and patient confidentiality.
To modify and sign & submit all clinic letters in PowerChart using the correct PowerNote, whilst checking that they have been completed to a high standard, ensuring all addresses and details are correct for all recipients.
To check hospital transport bookings on the Patient Transport Service (PTS) website daily to make sure that the booking location is correct, and a resource has been allocated. To use instant messenger or call the PTS team if there are any issues with the booking.
To organise, plan & prioritise own tasks and workload.
To photocopy, request patients’ medical notes as required and complete other general office duties as requested by any team as agreed by your line manager.
To work flexibly, providing cover for reception and other administration posts as required.
To undertake any other duties required by arrangement from your line manager.
To be the main point of contact for reporting issues to IM&T on behalf of the office and medical team ensuring that calls are followed up with the support of your line manager.
To process any annual leave requests from line manager that affect the clinics and updating the medical team outlook calendars, revenue cycle and clinic timetable schedule ensuring accuracy.
To participate in the recruitment process of new staff.
To undertake any other duties required by the Patient Pathway Team Lead & Personal Assistant (PA) .
To monitor, maintain & replenish stock on the PPE stock room in all clinic rooms and place orders as required.
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.
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 work item list lists in in Revenue Cycle.
To take responsibility in ensuring that all clinics slots are filled and that all patients are scheduled, rebooked, and cancelled appropriately on EPR, are
To ensure all cancelled clinics are blocked in EPR with appropriate reasons.
To weekly check that all outpatient clinics are closed within the Trusts agreed timescale and to chase as necessary.
To send the monthly clinic timetable link to the medical team monthly to ensure that the medical team are clear on which clinics have been booked for them.
To ensure and have a process in place to check that all clinic letters and spasticity reports have been submitted correctly via PowerChart.

Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles

Oxford University Hospitals promotes a safe, respectful hiring environment.

If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

Visa and Immigration: Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process. Skilled worker: Health and Care Visa | NHS Employers / Work in the UK - GOV.UK

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.

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.

To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long-term health conditions.

When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job's requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.

No unsolicited recruitment agency telephone calls or emails.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.