The Anaesthetic and Critical Care departments are seeking a highly motivated individual to join them for this new role. Working across both departments will offer increased development and opportunities.
The post holder has responsibility for assisting with the provision of a professional, comprehensive and efficient administrative service, which is effectively delivered to all members of the Departments and the department’s stakeholders.
They will also act as a medical staffing co-ordinator for Anaesthetics and Critical Care department; including liaising with medical leads to ensure Jobs are uploaded to Trac in a timely efficient manner. Also they will be working with Trainee leads to gather information on new medical staff, ensure effective doctor induction, and replacement.
• To provide comprehensive administration support to the Anaesthetics and Critical Care departments.
• To act as a medical staffing co-ordinator for Anaesthetics and Critical Care department; including liaising with medical leads to ensure Jobs are uploaded to Trac in a timely efficient manner. To keep medical staffing spreadsheets up to date.
• Working with Trainee leads to gather information on new medical staff, ensure effective doctor induction, and replacement.
• To have an overview of all workflows in the admin team. To ensure that robust processes are in place to provide an excellent service to both patients and colleagues. To escalate potential issues to the Service Manager.
• To support the Service Manager as required.
• To liaise with other administrative and support staff within the Oxford University Hospital Foundation Trust to provide a comprehensive administration service.
• Deal with queries from Consultants, Trainees and visiting doctors.
• Responsibility for producing an efficient and effective rota management and absence management system for medical staff within the department in conjunction with wider Trust developments.
• High levels of accuracy, organisational and methodical skills are required, as is the ability to remain focussed during high pressure situations and constant interruptions, namely telephone calls or face-to-face with medical staff, on a daily basis
Over 130 consultant anaesthetists and 20 Intensivists work within the Trust. The Anaesthetics Dept provides services to all surgical services across all Trust sites. Services at the John Radcliffe Hospital include the Women’s Centre, the JR Main Hospital, the West Wing and the Children’s Hospital. Other sites include the Churchill Hospital, the Nuffield Orthopaedic Centre, the Horton Hospital and Mental Health Services at the Warneford Hospital.
Consultants, trainees and fellows also work in critical care units, preoperative assessment and pain management services. Anaesthetists for the Oxford Heart Centre Hospital are members of Nuffield Dept of Anaesthetics (NDA) but are managed with the Medicine, Rehabilitation and Cardiac (MRC) Division.
Administration:
• To provide professional and efficient administrative support to the Service Manager.
• Assist in maintaining the NDOA email inbox’s as answering telephone calls and auctioning in a timely manner as appropriate.
• When required, upload various rota templates to CLW and ensure the effective implementation of the electronic rota management system covering all sites.
• To analyse, investigate and resolve complex queries relating to rota management
• To act as a contact point and advisor for all new trainees and consultant
• To provide administrative support for the Consultants within the department.
• Constantly review working practices in the rota management and absence management and liaise with Medical HR in order to identify where operational improvements can be made.
• Assist with the organisation of all trainee induction day with the aid of the College Tutors.
• Regular maintenance of and input into Excel databases to aid the Service Manager in the creation of reports.
• Support anaesthetic provision in line with the theatre planning process.
• Monitor the general department environment, co-ordinate necessary repairs and maintain records of reported defects and remedial action taken.
• To support the Service Manager with new processes and service development
• Produce report for statuary-mandatory training requirements.
• Provide effective organisation and coordination of complex meetings and events as required.
• Take responsibility for personal development within the role in conjunction with the line manager and participate in the appraisal system.
• Use own initiative to prioritize workload with minimal supervision.
• Undertake any other duties not specified within the job description as determined by the management team.
CLINIC RESPONSIBILITIES:
• Ad-hoc support/cover for the Obstetrics Anaesthetic clinics reception as required.
• To understand the patient pathway and be responsible for managing follow up appointments, and any other administration, to ensure that the patients are tracked effectively through their 18 week pathway.
• To ensure any cancellation, waiting list management or booking management policies are adhered to.
• To oversee the booking of clinic appointments for new patients through e-RS, directly bookable system, and liaise effectively with Assistant Service Manager with regards to capacity issues.
• To ensure patient cancellations are updated onto the Electronic Patient Record (EPR) and the reason for the cancellation recorded immediately within the notes field.
• To assist with regular checks on future clinics, ensuring cover is agreed with the Service Manager, and under/over booking issues are proactively dealt with.
• To liaise when necessary with the Assistant Service manager to ensure effective clinic management when clinics need to be cancelled or closed, ensuring patients are informed of the changes and new appointment provided.
• To provide cover and support for colleagues in certain circumstances, e.g. annual leave/sickness or other absence within the department.
• Clinic preparation for clinicians.
• Produce report for statuary-mandatory training requirements.
This advert closes on Thursday 11 Apr 2024
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