Band 3 Administrator

Main area AGM Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (To include weekday and potential weekend working as and when required) Job ref 321-MRC- -B3

Site John Radcliffe Hospital Town Oxford Salary £25,760 - £27,476 Per Annum / Pro Rata Salary period Yearly Closing 02/09/ :59

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 thisDelivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Many of our recruitment programmes useValue 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

Job overview

We are looking to recruit two fulltime administrators to work along side team members in the Ambulatory Assessment Unit Acute Medicine and Rehabilitation Directorate at the John Radcliffe.

This is an exciting opportunity to join a fast moving, ever changing working environment where doctors, nurses and administration staff work closely together to provide excellent care for patients in an ambulatory setting. The role of the administrator is to assist with the day to day running of the unit, supporting not only their colleagues in the Ambulatory Assessment Unit but also patients and visitors to the AGMbased at the John Radcliffe.

This is a great opportunity for someone wishing to expand their administration skills, you must have a "can do" attitude, and be able to prioritize your workload. Full training and support to develop will be given.

The successful candidates must be flexible as we are looking for an administrators who can work a varied shift pattern, this shift pattern may include both evening and weekend cover.

Main duties of the job

• Appointment Coordination: Schedule and manage appointments for AAU doctors, nurses, and advisors, ensuring smooth and timely arrangements.
• Referral Management: Process and track management referrals, ensuring all documentation is handled efficiently and in line with departmental procedures.
• Administrative Support: Provide comprehensive administrative assistance, including preparing reports, handling correspondence, and maintaining accurate records.
• Database Management: Maintain and update the department’s databases and systems, ensuring all data is entered accurately and securely, while adhering to confidentiality and data protection standards.
• Communication Liaison: Act as the primary point of contact for internal and external stakeholders, responding to inquiries promptly and professionally.
• Document Management: Organise, file, and manage departmental documents, ensuring all records are easily accessible and up-to-date.
• Collaboration: Work closely with clinical and administrative teams to support the smooth running of daily operations, contributing to the overall efficiency of the unit.
• General Office Duties: Handle routine administrative tasks and ensuring the office environment remains organised and functional.

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 .

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 Hospital s 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.

Detailed job description and main responsibilities

The post holders will work directly with the clinical team, and we are keen to appoint administrators who are enthusiastic and motivated and who can manage the fluctuating demands of the role.

We require excellent word processing skills and well-developed communication, organisational and time management skills. An ability to prioritize effectively in a busy environment is essential. You will need to be flexible and have the necessary administrative experience required for such a post.

• To deliver a professional administrative service for AAU/DDC & LCDH ensuring that all activities are completed efficiently, and that information is transcribed accurately and confidentially in a timely manner.
• To participate in audit for clinical practice and assist with data collection records and databases are kept up to date.
• To understand departmental record systems and assist with the of all personal files when involved with retrieval or return of files
• To assist wider EPR administrative and clinical team in activities to ensure service delivery.

Main tasks and responsibilities:

• The ability to work using own initiative, manage time effectively, meet deadlines and organise day to day activities and tasks.
• Receive and deal with telephone calls ensuring effective systems are in place to record, prioritise and follow up, whilst maintaining confidentiality.
• Input, retrieve and update records using the EPR systems to ensure accuracy of data at all times. Ensure documentation is scanned in a timely manner in accordance with guidelines agreed.
• Dealing with queries from clients, managers and external contacts, answering queries where possible and ensuring that queries that need to be passed on are done so in an efficient manner.
• To liaise with other departments, external agencies and contacts as necessary.

6. Competent use of Cerner Millenium IT system after training, in accordance with required departmental standards of work.

• Be compliant with information governance requirements.
• Show flexibility should the need arise in covering for other personnel when on leave/sickness etc. and on other Trust or commercial client sites as required.
• Respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients

This job description is not intended to be exhaustive; the post holder will therefore be expected to adopt a flexible attitude towards these duties; which may be varied subject to the needs of the department and in keeping with the general profile of the post.

Person specification

• Good general standard of education including qualifications in English and Mathematics at GCE grade C or above- or qualifications of equivalent standard NVQ 2/3 in administration/customer service
• Ability to work on own initiative with minimal supervision
• Understanding of the need for confidentiality
• Working with a range of IT systems
• Good interpersonal and customer care skills
• Good IT skills and strong knowledge of MS packages (word, excel, outlook, etc)
• Role model the Trust’s values
• Able to empathise with patients/relatives
• Experience of working in the NHS/healthcare setting
• Ability to multitask

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 totheten core principles

Oxford University Hospital s 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.

Employer certification / accreditation badges

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.

Application numbers

Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.

Band 5 Nurse andBand 2 Healthcare Support Worker recruitment iscentralised , meaning when you apply you will be considered fora number of roles across the Trust. If you have any questions please email: .

Vacancies with our PFI partners

Domestic / catering / portering services at theJohn Radcliffe Hospital are provided byMitie .

Domestic / catering / portering / maintenance engineer services at theChurchill Hospital andNuffield Orthopaedic Centre are provided byG4S .

Maintenance engineer services at the John Radcliffe Hospital are provided by Equans .

Fraudulent recruiters have been using social media platforms to dupe potential job seekers into divulging personal and financial information.

Sophisticated frauds, involving grooming of targeted individuals, shows the fake recruiter asking the unsuspecting job seeker to take part in a fake job interview , either over the phone or via WhatsApp, and also sending fraudulent follow-up correspondence offering job positions.
Any communication about jobs at Oxford University Hospitals will come from 'Trac ', or via an ouh.nhs.uk email address .

All meetings and interviews will be scheduled on Microsoft Teams from a verified OUH email account.
If you have any doubts about any correspondence around recruitment, please contact us

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