Job summary
Would you like to work in a highly regarded NHS specialist service making a positive difference to people with a long term health condition?
The Oxfordshire ME/CFS and Post Covid Rehabilitation Service is made up of a friendly and cohesive team of occupational and physiotherapists providing specialised care to patients with these debilitating conditions through clinics, home visits and digital/video consultations.
You will have an opportunity to be a vital component of this supportive team with committed colleagues.
We are seeking a passionate and efficient administrator to join this friendly and dynamic specialist team.
This is a varied and demanding role that will provide opportunities for developing and supporting admin processes to ensure patient needs are met and that accurate paper and electronic records are maintained.
Main duties of the job
In this varied role, you will have an active involvement in supporting the service administratively to run efficiently and deliver excellent patient care.
You will support the team in processing new referrals using the electronic patient record system, typing and sending reports, dealing with telephone and email enquiries, ordering stock and equipment and booking patient appointments.
You will need be able to work calmly and efficiently in a busy environment, working alongside administrators from other health services and be able to work autonomously.
About us
Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible
Our vision is that no matter who you are or where you are, you will tell us that you receive:"Outstanding care delivered by an outstanding team"
Our values are:"Caring, safe and excellent"
At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
- Excellent opportunities for career progression
- Access to tailored individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff accommodation (please note waiting lists may apply)
- Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description
Job responsibilities
What we need from you!
- To respond appropriately to telephone and email enquiries from patients, relatives, staff, GP surgeries and other professionals, promptly and sensitively, ensuring messages are dealt with or accurately passed on.
- To assist the team in the organisation of the patient referral and discharge process.
- To assist in the organisation and maintenance of an effective medical/patient records system including patient registration and other data entry into the electronic health records (EMIS).
- To manage the electronic management of the teams caseloads, waiting lists and appointments.
- To accurately type/process correspondence, minutes, documents, reports as necessary.
- To sort, scan and upload to electronic health records and distribute mail, ensuring matters of priority are brought to the attention of relevant people.
- To accurately maintain/update outcome measures for the service, sending out questionnaires and reminders, inputting data.
- To organise and maintain quarterly figures for reporting and assisting the team when required with data for compiling reports.
- To arrange patient appointments, book venues for appointments, courses and meetings.
- To maintain stationery stocks and process orders/invoices through e-procurement.
- To work closely with team members, providing a flexible service and being willing to assist staff with a variety of development work as and when required.
Hybrid working will be considered. Ideally hours to be spread across 3 or 4 days a week.
Please see the job description and person specification attached to this advert for more information on the job role.
Job description
Job responsibilities
What we need from you!
- To respond appropriately to telephone and email enquiries from patients, relatives, staff, GP surgeries and other professionals, promptly and sensitively, ensuring messages are dealt with or accurately passed on.
- To assist the team in the organisation of the patient referral and discharge process.
- To assist in the organisation and maintenance of an effective medical/patient records system including patient registration and other data entry into the electronic health records (EMIS).
- To manage the electronic management of the teams caseloads, waiting lists and appointments.
- To accurately type/process correspondence, minutes, documents, reports as necessary.
- To sort, scan and upload to electronic health records and distribute mail, ensuring matters of priority are brought to the attention of relevant people.
- To accurately maintain/update outcome measures for the service, sending out questionnaires and reminders, inputting data.
- To organise and maintain quarterly figures for reporting and assisting the team when required with data for compiling reports.
- To arrange patient appointments, book venues for appointments, courses and meetings.
- To maintain stationery stocks and process orders/invoices through e-procurement.
- To work closely with team members, providing a flexible service and being willing to assist staff with a variety of development work as and when required.
Hybrid working will be considered. Ideally hours to be spread across 3 or 4 days a week.
Please see the job description and person specification attached to this advert for more information on the job role.
Person Specification
Qualifications
Essential
- Good general level of education (minimum) GCSE English & Maths)
Desirable
- Higher Education qualification (i.e. 'A' Level/NVQ III standard) or equivalent/previous experience in an Administration Assistant Role
Knowledge and Experience
Essential
- Previous experience in an administrative office role and/or a qualification to NVQ Level II
- Knowledge and Experience of using Office computer programs including Excel, Word, Power Point and Outlook.
Desirable
- Previous experience of working in the NHS
- Knowledge of ME/CFS/Long Covid conditions.
Skills
Essential
- Manage and prioritise own workload
- Communicate well with patients, public and colleagues
Desirable
- Previous use of EMIS or similar EPR
Person Specification
Qualifications
Essential
- Good general level of education (minimum) GCSE English & Maths)
Desirable
- Higher Education qualification (i.e. 'A' Level/NVQ III standard) or equivalent/previous experience in an Administration Assistant Role
Knowledge and Experience
Essential
- Previous experience in an administrative office role and/or a qualification to NVQ Level II
- Knowledge and Experience of using Office computer programs including Excel, Word, Power Point and Outlook.
Desirable
- Previous experience of working in the NHS
- Knowledge of ME/CFS/Long Covid conditions.
Skills
Essential
- Manage and prioritise own workload
- Communicate well with patients, public and colleagues
Desirable
- Previous use of EMIS or similar EPR
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.
