About this role
Job summary
The Anaesthetics Support and Administrative team is a non-patient facing essential pillar of the Nuffield Department of Anaesthetics (NDA). Its core activities comprise, but are not limited to, rota management for at least 250 theatre lists (baseline) per week, requests for extra theatre lists, over-runs, on-call rota management, processing and validation of extra sessions, liaising with Surgical Services and Theatres Managers to aid in planning and scheduling theatre lists, and the management of Outpatients Obstetrics Anaesthetic Clinics for elective c-sections and high-risk maternity patients.
The role is complex in its nature, fast paced, and requires rigorous attention to detail and ability to forward-plan and confidently communicate with internal and external stakeholders. This role is predominantly based at the Anaesthetics Department within the John Radcliffe Hospital site of Oxford University Hospitals NHS Foundation Trust. There are times where travel to and working from Horton General Hospital, Banbury site may be required.
Main duties of the job
To provide comprehensive, proactive, effective and efficient administrative function to all members of the Department and the department's stakeholders ensuring that there are always effective administrative systems and procedures in place.
General administration duties including updating clinical absences, record keeping, forwarding relevant communication to internal stakeholders, supporting clinicians with administrative queries, arranging ad-hoc meetings and ensuring all associated arrangements are in place, taking and disseminating minutes when required.
Recording, monitoring and regularly reviewing unplanned absences to ensure compliance with Trust Policies and Procedures.
Liaise with HR and Departmental Leads regarding absence monitoring and management where appropriate.
Producing rota-related correspondence and reports, ensuring they comply with Trust templates/standards and are disseminated to the relevant stakeholders.
Act as the main contact and channel of communication between users of the service, maintaining a professional but sympathetic manner.
Deal appropriately with sensitive and confidential information from the clinical team using initiative to direct appropriately.
Have an overview of all workflows in the Anaesthetics Support and Administration team.
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
Please see the attached Job Description and Person Specification for full details of the role, including further information to support your application.
Person Specification
Education and Qualifications Essential
Good standard of Education with a minimum of 5 'C' grade GCSE's (incl. English Language 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 & reliable Experience of managing complex staff rotas. Experience of managing IT systems and processes.
Desirable
Previous NHS experience Experience in using EPR Experience in using rota systems - i.e. CLW, MediRota, Health Roster Understanding of Patient Surgical Pathways Reporting and Data Analysis Experience in using Good Shape 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 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)
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 schedule 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 staffing 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.
Employer details Employer name Oxford University Hospitals NHS Foundation Trust
Address John Radcliffe Hospital
Oxford
OX3 9DU
United Kingdom
Employer's website https://www.ouh.nhs.uk/ (Opens in a new tab)