Job summary
We have an exciting opportunity for a committed individual looking to further their NHS career.
We are looking for an organised individual with excellent communication skills, to join our fast-paced, administration team. The successful candidate will have an energetic approach to the workplace. They will ideally have experience of supervising or managing non clinical staff, co-ordinating an admin team, and will work in close partnership with their clinical colleagues.
For more information or to arrange an informal visit please contact Sarah.Balchin@ouh.nhs.uk or Richard.Manthorpe@ouh.nhs.uk
Main duties of the job
With other senior staff, effectively manage and take an active role in the continual development of the administration support within the Dermatology department ensuring that appropriate and full administrative support is provided and full utilisation of staff at all times across the service.
The post holder is responsible for effectively managing the smooth operation of the administration support service and ensuring that outpatient referral targets waiting times and Trust and local targets are met in line with protocols and procedures are met.
The post holder will ensure that the processes in place fully to support all department initiatives. As such the team will liaise closely with Health Care professionals, managers, secretaries and pathway administrators both within and outside the organisation as well as patients and relatives.
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.
Job description
Job responsibilities
Staff Management:
- To be responsible for the line management of the Dermatology Secretariat and admin team, providing first level EPR support, ensuring that adequate cover is provided in all areas of activities.
- To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
- To develop a personal development plan (PDP) with staff and to ensure training and development needs are adequately met. To evaluate staff performance against PDPs, taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised.
- To allocate work for staff and to complete monthly sickness/salary return.
- To ensure that high standards of data quality are achieved, through implementing clear and robust procedures for staff to follow and identifying training needs and implementing training and development plans for staff accordingly.
- To manage recruitment, selection and training of all new staff within the team.
- To coordinate induction meetings for all new Dermatology secretariat staff and admin team and act as contact for all induction queries.
- To take an active role in the training and development of other A&C staff within the wider A&C teams.
- To be responsible for the introduction and putting into practice of new or revised leave policies/procedures.
- Responsible for the regular audit of sick leave for the Dermatology secretariat and admin team.
- To organise and conduct annual appraisals for the Dermatology secretariat and admin team. Type appraisals on ELMAS and obtain agreement with appraises.
- To compose and maintain personal files for the Dermatology secretariat and admin team and maintain as confidential.
- To monitor and maintain standards of performance of staff, using the Trusts counselling and disciplinary procedures where appropriate.
- To implement performance and management policy in relation to staff disciplinary management.
- To be an EPR super user and be actively involved within the training of EPR within the Department.
- Attend daily huddle and monthly A&C, Governance and Business meetings.
ADMINISTRATION SYSTEMS
- Use of EPR, Health Roster, First Care and NEP Fusion.
- To work with clinicians and other managers to ensure all appropriate admin work is completed in a timely manner using systems mentioned above.
GENERIC RESPONSIBILITIES:
- To act as the first point of contact for written and telephone enquiries on Dermatology admin matters for patients, their relatives, outpatients, medical secretaries, consultants, and junior medical staff. To deal with telephone contact with members of the public appropriately and sensitively in situations which may be stressful for both the patient and the staff member involved.
- Development and implementation of new or revised administration policy and procedures.
- Taking and relaying as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information.
- To assist the Service Manager and other service leads in the writing of reports and documents.
- To work closely with the Service Manager by undertaking and assisting project management directly related to the Department. This role will require analytical skills as well as being a capable communicator with excellent organisational ability.
- To use knowledge and experience to offer help and advice when requested.
- To act as role model.
- To carry out surveys/audits as requested.
- To ensure that patient case notes are correctly maintained by all staff and that high quality standards are maintained at all times and tracked appropriately using the relevant software.
- To receive and make telephone calls and take appropriate action/discuss with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
- Maintaining physical and electronic filing systems as well as other general ad hoc office management procedures.
- Must exercise judgement to analyse and resolve problems.
- The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
- Provision of information and advice to patients and relatives about admissions and appointments exercising judgement when dealing with patient enquiries; analyse and resolve patient problems.
- Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation including patients and relatives.
- Provide a courteous and responsive assistance to Clinicians and other Trust personnel and to those visiting the Trust from outside agencies.
- Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickness etc.
- Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients.
- Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
- Attend weekly Clinical Unit Meetings.
- Attend monthly A&C meetings
This job description is written in the knowledge that it is not exhaustive and will be subject to review as the needs of the department change or annually as required. The job description does not form part of the contract of employment.
An annual performance review would be expected in this post with feedback provided to both the manager and the employee on working practices and relationships as well as discussing future aims and objectives.
Job description
Job responsibilities
Staff Management:
- To be responsible for the line management of the Dermatology Secretariat and admin team, providing first level EPR support, ensuring that adequate cover is provided in all areas of activities.
- To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
- To develop a personal development plan (PDP) with staff and to ensure training and development needs are adequately met. To evaluate staff performance against PDPs, taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised.
- To allocate work for staff and to complete monthly sickness/salary return.
- To ensure that high standards of data quality are achieved, through implementing clear and robust procedures for staff to follow and identifying training needs and implementing training and development plans for staff accordingly.
- To manage recruitment, selection and training of all new staff within the team.
- To coordinate induction meetings for all new Dermatology secretariat staff and admin team and act as contact for all induction queries.
- To take an active role in the training and development of other A&C staff within the wider A&C teams.
- To be responsible for the introduction and putting into practice of new or revised leave policies/procedures.
- Responsible for the regular audit of sick leave for the Dermatology secretariat and admin team.
- To organise and conduct annual appraisals for the Dermatology secretariat and admin team. Type appraisals on ELMAS and obtain agreement with appraises.
- To compose and maintain personal files for the Dermatology secretariat and admin team and maintain as confidential.
- To monitor and maintain standards of performance of staff, using the Trusts counselling and disciplinary procedures where appropriate.
- To implement performance and management policy in relation to staff disciplinary management.
- To be an EPR super user and be actively involved within the training of EPR within the Department.
- Attend daily huddle and monthly A&C, Governance and Business meetings.
ADMINISTRATION SYSTEMS
- Use of EPR, Health Roster, First Care and NEP Fusion.
- To work with clinicians and other managers to ensure all appropriate admin work is completed in a timely manner using systems mentioned above.
GENERIC RESPONSIBILITIES:
- To act as the first point of contact for written and telephone enquiries on Dermatology admin matters for patients, their relatives, outpatients, medical secretaries, consultants, and junior medical staff. To deal with telephone contact with members of the public appropriately and sensitively in situations which may be stressful for both the patient and the staff member involved.
- Development and implementation of new or revised administration policy and procedures.
- Taking and relaying as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information.
- To assist the Service Manager and other service leads in the writing of reports and documents.
- To work closely with the Service Manager by undertaking and assisting project management directly related to the Department. This role will require analytical skills as well as being a capable communicator with excellent organisational ability.
- To use knowledge and experience to offer help and advice when requested.
- To act as role model.
- To carry out surveys/audits as requested.
- To ensure that patient case notes are correctly maintained by all staff and that high quality standards are maintained at all times and tracked appropriately using the relevant software.
- To receive and make telephone calls and take appropriate action/discuss with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
- Maintaining physical and electronic filing systems as well as other general ad hoc office management procedures.
- Must exercise judgement to analyse and resolve problems.
- The post holder is required to work unsupervised and is expected to plan and organise his/her own time.
- Provision of information and advice to patients and relatives about admissions and appointments exercising judgement when dealing with patient enquiries; analyse and resolve patient problems.
- Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation including patients and relatives.
- Provide a courteous and responsive assistance to Clinicians and other Trust personnel and to those visiting the Trust from outside agencies.
- Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickness etc.
- Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients.
- Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
- Attend weekly Clinical Unit Meetings.
- Attend monthly A&C meetings
This job description is written in the knowledge that it is not exhaustive and will be subject to review as the needs of the department change or annually as required. The job description does not form part of the contract of employment.
An annual performance review would be expected in this post with feedback provided to both the manager and the employee on working practices and relationships as well as discussing future aims and objectives.
Person Specification
Education/Qualification
Essential
- Degree qualification or relevant work experience
- Graduate qualification in business; CMS or equivalent training/experience
- IT qualifications e.g. ECDL (obtained or working towards)
- RSA 2/3 or equivalent
Desirable
- Relevant management qualification e.g. Diploma in Management Studies (DMS) or working towards AMSPAR qualification (medical terminology) or NVQ3 (or equivalent)
Experience
Essential
- NHS experience in an administrative role with excellent knowledge of administrative procedures.
- Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent) Project Management skills
- Database knowledge and skills with advanced experience and ability to adapt to range of software packages including advanced P.A.S. Experience (outpatients and waiting list)
- Excellent diary maintenance scheduling skills
- Excellent communication skills both written and verbal
- Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
Desirable
- Secretarial skills
- Understanding of medical terminology for Clinical Genetics Speciality
- Willingness to develop computer technology skills
Interpersonal/Communication skills
Essential
- Excellent literacy, numeracy and communication skills both verbally and in writing
- Reliable and organised
- Excellent interpersonal skills
- Excellent attention to detail
- Hard working and ability to work to deadlines
- Positive, enthusiastic attitude
- Highly diplomatic and professional
- To act in a professional manner at all times
Desirable
- Evidence of interacting with a wide range of people
Specific aptitude and abilities
Essential
- Excellent organisational ability
- Ability to prioritise
- Innovative
- Able to work independently and as a member of a team
- Flexible approach to team work and working hours
- Evidence of team working/ building and leading
Desirable
- Evidence of team working
- Evidence of team building
Person Specification
Education/Qualification
Essential
- Degree qualification or relevant work experience
- Graduate qualification in business; CMS or equivalent training/experience
- IT qualifications e.g. ECDL (obtained or working towards)
- RSA 2/3 or equivalent
Desirable
- Relevant management qualification e.g. Diploma in Management Studies (DMS) or working towards AMSPAR qualification (medical terminology) or NVQ3 (or equivalent)
Experience
Essential
- NHS experience in an administrative role with excellent knowledge of administrative procedures.
- Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent) Project Management skills
- Database knowledge and skills with advanced experience and ability to adapt to range of software packages including advanced P.A.S. Experience (outpatients and waiting list)
- Excellent diary maintenance scheduling skills
- Excellent communication skills both written and verbal
- Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
Desirable
- Secretarial skills
- Understanding of medical terminology for Clinical Genetics Speciality
- Willingness to develop computer technology skills
Interpersonal/Communication skills
Essential
- Excellent literacy, numeracy and communication skills both verbally and in writing
- Reliable and organised
- Excellent interpersonal skills
- Excellent attention to detail
- Hard working and ability to work to deadlines
- Positive, enthusiastic attitude
- Highly diplomatic and professional
- To act in a professional manner at all times
Desirable
- Evidence of interacting with a wide range of people
Specific aptitude and abilities
Essential
- Excellent organisational ability
- Ability to prioritise
- Innovative
- Able to work independently and as a member of a team
- Flexible approach to team work and working hours
- Evidence of team working/ building and leading
Desirable
- Evidence of team working
- Evidence of team building
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.
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
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.
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).
