OWS Administrator

£25674

Oxford University Hospitals NHS Foundation Trust, Oxford

Full time
Permanent
Onsite working

Posted 3 days ago, 18 Dec | Get your application in today.

Closing date: Closing date not specified

job Ref: 59ac8d2b46394a149a8af112993a7c8a

Oxford University Hospitals NHS Foundation Trust

Full Job Description

To integrate with all staff and clients of the Oxford Centre for Enablement, other staff within the trust, GPs and other health care professional and the Wheelchair Maintenance Service (WMS) who form part of the Oxfordshire Wheelchair Service (OWS) but are based off- site.
To provide comprehensive administrative support to the Oxfordshire Wheelchair Service clinical staff.
To take a lead role for specific areas of administration within the administration team., Opportunity has arisen for a motivated, innovative, and resourceful person to join the Oxfordshire Wheelchair Service (OWS) as an Administrator supporting the Oxfordshire Wheelchair Service that is based in the Oxford Centre for Enablement at the Nuffield Orthopaedic Centre. To fulfil this role, you must be an excellent communicator, well organised, self-motivated and able to work well on your own initiative and as part of a team with strong IT skills.
To be responsible for prioritising own workload and that of others in staff absence
Assist other members of the administration team with tasks as and when needed.
Develop strong relationships with clinical staff and Approved Repairer staff
Open and process all incoming mail, including emails to the department
Register and process patient referrals daily, ensuring that patient demographics are correct.
Coordinate and book patient appointments using the hospitals electronic patient records (ELMS2) system.
Coordinate patient appointments around staff leave and other commitments using the appropriate diaries and systems in place within the service.
Ensure patient waiting times are strictly adhered to in the appointment booking process and liaise with Team Leader to resolve any issues
Book patient transport if required and liaise with the ambulance service with regard to any unusual transport requests. Liaise with the ambulance service when issues arise with patient transport on the day of the patient's appointment using the patient transport system (PTS).
Ensure clinical staff have a vehicle available for home visits visits ensuring vehicles are checked daily for patient cancellations and appointments. Arrange for a hire vehicle when no pool car available as and when required.
Send out appointment letters and non-provision letters ensuring the patient details are correct.
Handle telephone calls using the internal net call system, 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
The post holder will be required to support the Wheelchair Maintenance Service (WMS) with managing phone calls and updating information on ELMS2 as required covering annual leave and staff sickness in the absence of the WMS Service Administrator or Service Manager.
Process direct delivery referrals for standard wheelchairs, following the guidelines set out by the clinical team.
Raise repairs, collections, deliveries and schedule dates as per appropriate for the Approved Repairer using the department's local electronic system.
Resolve any queries from the Approved Repairer regarding misplaced equipment and liaise with the store person and clinical support worker to resolve any issues
Process electronic purchase orders in a timely manner, ensuring that urgent orders are prioritised
Handle order queries from suppliers/manufacturers and pass on to the relevant clinical staff member to resolve
Chase outstanding orders with the suppliers/manufacturer and obtain delivery dates
Run weekly checks to ensure that equipment will arrive in time for patient clinic appointments
Receive deliveries of equipment on ELMS2 and update serial numbers and patient records
Arrange for couriers to collect/deliver equipment to suppliers/manufacturers
Develop a familiarity of patient equipment to aid when dealing with purchase orders and queries
Carry out routine office duties such as scanning.
Any other duties suitable for grade and deemed appropriate by Team Leader, 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.

Excellent computer literacy is important especially in using Microsoft Office applications. Previous experience of using the Electronic Patient Record (ELMS2) or NHS IT systems would be advantageous, although full training will be offered. Excellent team working and prioritisation skills are crucial, and previous experience of working in the NHS would be helpful but not mandatory. You will have a multi-tasking ability and have a flexible approach to work in this dynamic and ever evolving environment and must be able to work well under pressure to meet tight deadlines.

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.