Band 3 Administrator

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 AGM based 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 prioritise 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.

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

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.

Applicant requirements

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.