Job Description

We are looking for a highly motivated Administrator to support primarily the Specialist Disability Service (SDS) and Rehabilitation Engineering Department (RED) at the Oxford Centre for Enablement. This role will also support the Oxfordshire Wheelchair Service with raising purchase orders for equipment.



This varied role will involve providing comprehensive administrative support to the clinical teams for both the RED, SDS and other staff. This will include maintaining clinical data bases and ensuring these are accurate, up-to-date, and complete. The post holder will also be required to register referrals and make appointments on the hospital database (EPR) on a day-to-day basis and use other databases relevant to the task.



You should be a good team player, who enjoys communicating with a wide range of people, be organised and have a flexible approach to work. The successful applicant will have a good general level of education and be able to deal with a very busy environment. You will also need to demonstrate good organisational skills and can remain calm under pressure. Good IT skills are essential for this post, therefore a good level of computer literacy is required to fulfil this role.



NHS experience would be advantageous, but full training will be given.



Please note this role would not qualify for VISA sponsorship.



For more information, please contact Sujai Alias, Administration Team Leader by email Sujai. Alias @ouh.nhs.uk or call on 01865 227319

Job purpose:

The post holder will be primarily responsible for providing comprehensive administrative support to the clinical staff in Specialist Disability Service (SDS) and Rehabilitation Engineering (RED) department.



To process invoices for the RED/SDS department making sure that they are processed regularly and in a timely manner following the current workflow processes.



To ensure funding is in place for patients that require this for their appointment and equipment.



To provide administrative support to the Oxfordshire Wheelchair Service (OWS) as required, but primarily purchase orders for equipment.



To be responsible for ordering of equipment using the NEP ordering system and ensure funding is in place for patients.



Develop relationships with clinical staff and Approved Repairer staff.



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 .



Principle Duties / Responsibilities



To provide extensive administrative support to the clinical staff in SDS and RED department



To be able to use a variety of hospital booking systems and databases, prioritising your workload and can work with minimal supervision.



To be able to answer queries by telephone or face to face and contact patients and other service providers as deemed necessary for the job role.



To process all incoming mail, various email inboxes for the departments and checking regularly throughout the day and actioning accordingly in a timely manner.



Register and process patient referrals daily for the SDS/RED department, ensuring that patient demographics are correct, and all information is uploaded correctly.



Coordinate and book patient appointments using the hospitals electronic patient records (EPR) system. Ensure clinical staff have a vehicle available for outreach visits.



Ensure patient waiting times are strictly adhered to in the appointment booking process and liaise with Team Leader to resolve any issues.



To take responsibility in ensuring that all clinics are closed by the end of each day using the internal system of processing this information is followed. Also ensure that information is provided to clinical teams and updated as per the agreed process.



To liaise with the ambulance service when issues arise with patient transport on the day of the patient's appointment.



To understand how to use the translating services for the trust and book appropriately for clinic appointments as required.



To deal with telephone calls, answerphone messages and emails from patients, healthcare professionals and other members of the public. Resolve any queries that may arise and update the relevant information systems.



Demonstrate a calm confident telephone manner and be able to relay information to those where there may be communication difficulties.



Familiarise with Rehab Engineering Departmental work tasks which involves ordering goods, preparing technical files, processing completed technical files, invoicing, preparing estimates and chasing purchase orders against the estimates. To request and chase funding from the ICB as appropriate.



Resolve any queries from suppliers regarding misplaced equipment and liaise with the store person and clinical support worker to resolve any issues.



Place orders of equipment using NEP and, in some circumstances, the RED ledger. To chase outstanding orders and dealing with queries as required to ensure the delivery of patient care.



Process electronic purchase orders in a timely manner, ensuring that urgent orders are prioritised.



Develop a familiarity of patient equipment to aid when dealing with purchase orders and queries.



Handle order queries from suppliers/manufacturers and pass on to the relevant clinical staff member to resolve.



Chase finance if orders have not been processed, ensuring delays and other issues are escalated to the Administration Team Leader to take forward with finance.



Receive deliveries of equipment and receipt on NEP and other appropriate systems as appropriate depending on type of equipment.



Arrange for couriers to collect/deliver equipment to suppliers/manufacturers.



To process invoices for the RED/SDS department, ensuring these are processed regularly and submitted to E-billing in a timely matter.



To investigate any non-payments or issues from suppliers re invoicing with the support of your line manager ensuring the queries are followed up.



Carry out routine office duties such as photocopying, scanning and ensuring documentation and referrals are uploaded to EPR accurately.



Responsible for ensuring the commissioning spreadsheet is updated daily/weekly for monthly returns to finance ensuring accuracy with the support of line manager and defining at the end of the month the group categories.



Sending out clinic outcome reports on behalf of the clinical team and any other associated correspondence relating to administrative processes within the service.



To attend relevant training courses and appropriate departmental meetings.



To actively assist daily the OWS service with raising purchase orders on ELMS which is the wheelchair system for patient equipment or for general stock.



To assist other members of the admin team with tasks as and when required and any other office duties suitable for your grade and deemed appropriate by your line manager.