About this role
Job summary
Working as a part of the Administration Team within Oxford Critical Care units, the postholder will be key in provision of a comprehensive, proactive, effective and efficient administrative function within the department. This requires the postholder to be adaptable to changing demands, have effective interpersonal, communication and data management skills.
Main duties of the job
This post provides cover primarily for the Oxford Critical Care Unit at John Radcliffe Hospital with need for flexibility of attendance Churchill Intensive Care Unit as required. Additionally, the post holder will be part of the administrative workforce consolidation for CAPPRO directorate, which means their skillset might be used across different departments of the directorate to ensure appropriate staffing levels across the teams.Responsibilities within Oxford Critical Care include appropriate administrative support to the Education Team within the department, data capture and collation to assure timely submission ofreports and proactive completion of Health and Safety checks and procurement related duties. Moreover, the role will be responsible for Stock management, gathering information provided into Weekly Communication emails and effective management of elective bed bookings across both units.Activities and tasks include efficient Follow Up Clinic management, which is achievedby booking appointments for patients as directed by Multidisciplinary Team (MDT), updating patient information and upload of those onto relevant systems, taking minutes during MDT meetings and general administration duties that support Oxford Critical Care service to meet its clinical and operation priorities.The service workload complexity and intensity have increased in recent years, and it is imperative that the post holder is able to adapt to the changing demands.
About us
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 2023NHS 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.
Job description Job responsibilities
The Oxford Critical Care (OCC) Administrative Team is as essential pillar for the department providing support for its both units: Adult Intensive Care Unit (AICU) and Churchill Intensive Care Unit (CICU).Patient administration underpins the patient journey and supports 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 postholders duties and activities include, but are not limited to, Follow Up Clinic management, which is run to assure post-discharge patient care; administrative support for the Education Team, who are responsible for ensuring training and learning for nursing workforce; data capture and monthly reports submittals as well as Health and Safety checks to ensure services requirements compliance; management of stock and procurement; ensuring Weekly Communication is being prepared as requested and send to all OCC staff once a week, effective and efficient management of elective bed booking across both units (AICU and CICU); flexible approach to working across JohnRadcliffe and Churchill Hospital sites.The role is complex in its nature as involves juggling several responsibilities, requiresproactive approach to ensure timely completion of daily duties and expects ability to forward-plan and confidently communicate with internal and external stakeholders.This role is predominantly based in Oxford Critical Care unit at John Radcliffe Hospitalsite of Oxford University Hospitals NHS Foundation Trust. There are times where travelto and working from Churchill Hospital may be required.
Person Specification
Education and Qualifications Essential
Good standard of Education with a minimum of 5'C' grade (incl. English and Maths)) NVQ Level 3 or equivalent NHS administrative experience Competent user of MS Office 365 Packages
Desirable
MS Office 365 Suite Qualification
Experience and Skills Essential
Proven experience within an administrative role Basic understanding of medical terminology Experience of working with the general public Evidence of a positive approach to working in complex environments Experience of setting and maintaining work standards Methodical, conscientious and reliable Experience of managing complex rotas Experience of managing IT systems and processes
Desirable
Previous NHS experience Experience in using EPR Experience in using rota systems - i.e. CLWRota, Medirota, HealthRoster Understanding of Patient Surgical Pathways Reporting and Data Analysis Experience in using GoodShape portal
Specific Aptitudes and Abilities Essential
Strong computer skills Experience of dealing with tight deadlines and targets Highly organised and able to coordinate and prioritise own workload independently Ability to complete complex tasks simultaneously Professional attitude to work Ability to work effectively as as part of a team Ability to compile, review and analyse data to inform decisions Ability to coordinate and manage complex rota systems (i.e. CLWRota, Medirota, HealthRoster)
Desirable
Familiarity with NHS Performance Targets Familiarity with Patient Pathways Familiarity with unplanned absence monitoring and reporting
Interpersonal Skills / Communication Skills Essential
Ability to communicate with stakeholders at different levels Ability to identify possible issues and seek solutions Ability to understand and process information to aid with forward planning and organising Excellent telephone manner Ability to deal with sensitive information Ability to cope effectively under pressure Attention to detail Experience of dealing with stressed/upset individuals in an empathetic manner Ability to overcome communication barriers Ability to adapt to rapidly changing demands and expectations Ability to use own initiative and act quickly and decisively Ability to use negotiation and influencing skills to reach favourable outcomes
Desirable
Evidence of interacting with a wide range of people Evidence of mitigating short notice issues Evidence of cross-collaboration with stakeholders at different levels
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.
Certificate of Sponsorship 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).
Employer details Employer name Oxford University Hospitals NHS Foundation Trust
Address John Radcliffe Hospital
Headley Way
Oxford
OX3 9DU
Employer's website https://www.ouh.nhs.uk/ (Opens in a new tab)