Administrative Assistant


Company:	NHS Jobs
Salary:	£25,760 - £27,476
Hours:	Full-time
Location:	Headington, Oxford, OX3 7HE
Job type:	Permanent
Posting date:	26 Aug 2026
Closing date:	8 Sept 2026

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Summary

Main responsibilities and other operational tasks: To act as a first point of contact for matters relating to administration for the medical team based at the OCE. To manage and maintain appointments diaries for all consultants and registrars within the OCE medical team electronically, updating their annual leave and updating their diaries accordingly for all outpatient clinics. Also, to ensure that all these changes are reflected and updated in EPR To support all room bookings requests as required for the medical team for clinics and any other clinical meetings. To answer telephone calls using the Liberty website-based phone system from medical and non-medical staff, and deal with calls appropriately, communicating important messages to the appropriate people in a timely manner. To ensure that messages are clear and well documented as applicable in EPR or to the relevant individual. To ensure that there is enough stock of clinical supplies for the outpatient clinics such as clinical forms, wristbands, ink cartridges, needles, stationary stock for office etc and to request further supplies in a timely manner with the line manager. To escalate any complaints received via face or non-face to face relating to clinics with the support of your line manager. To provide excellent customer care that demonstrates a caring and responsive approach. To be compassionate and empathetic to the variety of complex physical, emotional, and social needs of the patient group that are seen by the OCE. To actively collect, distribute and open all post daily. To support the medical team with ad hoc typing requests relating to clinical matters and assist with other duties as requested. To support the weekly in-patient ward round meetings as required. To take responsibility for DVLA requests received for outpatients and ensure the correct process is followed and requests received are chased accordingly and submitted back to DVLA. To then inform your line manager when the request has been submitted to DVLA so that an invoice can be raised in a timely manner. To monitor and reply to any emails in the departments nhs.net mailbox on a regular basis. This will also be applicable to messages received in EPR. To upload emails and other clinical documents to EPR via Scan-IT and forward onto the consultant/clinician/administrative teams/individuals as appropriate. To register all consultant referrals sent via post, email, EPR message centre or e-RS within 24 hours using revenue cycle in EPR ensuring the correct patient pathway (RTT) is used always maintaining accuracy. To check e-RS frequently throughout the day for new GP referrals and register them on revenue cycle in EPR. To forward all referrals and relevant documents to the consultants in a timely manner. To schedule clinic appointments accurately on revenue cycle in EPR ensuring that the correct RTT status is recorded in accordance with the Trusts 18 weeks guideline and follow department procedures. To generate & prepare clinics for each day with a clinic sheets, outcome form & wristbands if required. To login to the Attend Anywhere (AA) website for upcoming video consultations and check in patients when they become visible to you in the virtual waiting area. To message the patient on AA if the consultant/clinician is running behind in clinic. To close open clinics daily on EPR in real-time if possible, using outcome forms following departmental processes. To update patient demographics appropriately whilst adhering to the Trust policies for data protection and patient confidentiality. To modify and sign & submit all clinic letters in PowerChart using the correct PowerNote, whilst checking that they have been completed to a high standard, ensuring all addresses and details are correct for all recipients. To check hospital transport bookings on the Patient Transport Service (PTS) website daily to make sure that the booking location is correct, and a resource has been allocated. To use instant messenger or call the PTS team if there are any issues with the booking. To organise, plan & prioritise own tasks and workload. To photocopy, request patients medical notes as required and complete other general office duties as requested by any team as agreed by your line manager. To work flexibly, providing cover for reception and other administration posts as required. To undertake any other duties required by arrangement from your line manager. To be the main point of contact for reporting issues to IM&T on behalf of the office and medical team ensuring that calls are followed up with the support of your line manager. To process any annual leave requests from line manager that affect the clinics and updating the medical team outlook calendars, revenue cycle and clinic timetable schedule ensuring accuracy. To participate in the recruitment process of new staff. To undertake any other duties required by the Patient Pathway Team Lead & Personal Assistant (PA) . To monitor, maintain & replenish stock on the PPE stock room in all clinic rooms and place orders as required. To monitor and take responsibility for the patient waiting lists and patient pathways using the daily PTL and RTT lists and Revenue Cycle ensuring that that the information is correct on EPR ensuring any issues arising re the waiting time are escalated to your line manager. To manage the process of all referrals received via electronic, paper and e-RS ensuring that information is recorded as per the trust processes within 24 hours. To check and update e-RS spreadsheet and update pathway ID to e-RS UBRN To manage weekly all work item list lists in in Revenue Cycle. To take responsibility in ensuring that all clinics slots are filled and that all patients are scheduled, rebooked, and cancelled appropriately on EPR, are To ensure all cancelled clinics are blocked in EPR with appropriate reasons. To weekly check that all outpatient clinics are closed within the Trusts agreed timescale and to chase as necessary. To send the monthly clinic timetable link to the medical team monthly to ensure that the medical team are clear on which clinics have been booked for them. To ensure and have a process in place to check that all clinic letters and spasticity reports have been submitted correctly via PowerChart.

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