Senior Diagnostics Administrator

£29114

Oxford University Hospitals NHS Foundation Trust, Oxford

Full time
Permanent
Onsite working

Posted 3 weeks ago, 19 Sep | Get your application in now before you miss out!

Closing date: Closing date not specified

job Ref: e679206e5ddf434d8db829bb3a41fcdc

Oxford University Hospitals NHS Foundation Trust

Full Job Description

To provide effective, efficient and professional administration support to ensure that the business of the Diagnostics Directorate team is carried out effectively.

To support the Diagnostics Directorate team comprising of a Clinical Director for Pathology and Laboratories, Clinical Director for Radiology and the Operational Services Manager for Diagnostics in the day to day business to ensure the smooth running of the Directorates.

The position will involve regular contact with Clinical Directors and their staff, as well as the Operational Services Manager. The position will also involve liaison with Laboratory Managers and their staff, Radiology Clinical Service Unit Managers and their staff., The Clinical Support Services is seeking to employ an Administrator in Diagnostics; this is a varied and challenging role in a multifaceted directorate. Diagnostics covers each of the 4 main hospital sites; John Radcliffe (including West Wing & Children's), Nuffield Orthopaedic Centre, Churchill and the Horton., To provide administrative support to the Diagnostics directorates, ensuring that there are effective administrative systems and procedures in operation.

To organise the daily work of the directorate's team, ensuring files and papers are available and up to date and the Diagnostics directorate team is briefed on the day's activities, highlighting deadlines.

Administratively support the clinical governance agenda of the directorate.

Assist in the collation and monitoring of Risk assessments and update the Directorate risk registers.

Assist in data collection of departmental and Trust clinical audits / referrer and patient surveys.

Facilitate the directorate training of staff on the Quality Management System (QMS).

Lead in the review of documents within the QMS, this includes initial upload of documents, documentation maintenance which includes but is not limited to; review dates, analysis, historic archiving, new documentation alerts and monitoring of document footfall.

The post holder will form part of the Quality Standard for Imaging (QSI) project team and will assist in delivering and maintaining according to action plans.

Collate information for the monthly Quality report.

To ensure incoming telephone calls are answered swiftly and that messages are relayed accurately and in a timely fashion.

To photocopy, file and record keep where necessary.

To use a variety of computer software including Word for Windows, Outlook, Excel, PowerPoint and email, and to be able to take dictation and word processing from both hand written text and audiotapes.

To initiate and link meeting agendas with work outstanding to ensure effective time management on behalf of the Diagnostics directorate team.

To manage the Diagnostics Directorate Management Board, communicating across the directorate the meeting dates, agendas, initiating, collating, and coordinating information presented to the Board. To note and progress actions arising from the Board Meeting. To review all communications that come into the Diagnostics directorate office and screen items for Board approval or Directorate circulation.

To attend meetings (either in person or via Microsoft teams), for example Directorate Management Executive and Clinical Governance meeting, and take and produce minutes of such meetings and take follow up actions as necessary.

To collate requests for additional pay and non-pay claims for directorate sign off.

To support Human Resources matters within the directorates, including coordination and collation of appraisal monitoring, statutory and mandatory compliance monitoring.

To lead effective communication across the directorate.

To book all travel and accommodation, when authorised, for all staff across the directorates.

Responsible for recording Consultant/Doctors annual leave and study leave across the Radiology directorate.

Undertake specific projects on behalf of directorate team members. Such projects will be within the skill set of the post holder or may be a development opportunity to be discussed in advance with the post holder.

To maintain databases and records ensuring that these are accurate and up to date. Examples include: Annual Leave records, processed orders for goods and services, appraisal records.

To keep accurate departmental records/information.

To manage incoming and outgoing post, email and utilise electronic diaries on a daily basis. Prioritise incoming messages and correspondence for action and respond to those of a routine nature.

To use advanced keyboard skills to produce accurate correspondence and documents as directed by members of the directorate Management team as well as on the post holder's initiative.

To provide an administration service for the directorate management team which will include arranging computer support, printing and photocopying, distribution of documents, faxing, filing, archiving and telephoning.

Receive, check and process all invoices throughout the directorate and carry out the necessary checks, 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.

The post holder requires excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity. Fundamental to this post is the ability to multi-task and effectively manage stressful situations and to work to tight deadlines., The post holder will be providing a comprehensive admin function to support the Diagnostics teams across the OUH hospitals. You will have a proactive approach and have the ability to work autonomously and within a

Good general level of education

Good IT knowledge & application

NHS experience

Patient pathway understanding including waiting times

CRIS / Infoflex / EPR experience

Good working knowledge of medical terminology

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.