administrative assistant Headington, England
Job description
To ensure all information is stored and used within the requirements of the Data Protection Act 1998, Caldicott principles, team procedures and Trust policies. To enter relevant clinical and demographic information into appropriate electronic data system. To maintain high levels of customer service at all times delivering compassionate excellence. Responsible for creating and implementing administrative systems including filing systems (electronic or/and hard copy) templates, procedures, protocols and suggesting how systems can improve.
To assist with planning events and projects, and monitoring progress against deadlines, adjusting plans as necessary. To be responsible for preparing orders for stock and non-stock items on Oracle, ensuring their receipt and preparation of invoices for payment and processing. To enter relevant clinical and demographic information into appropriate electronic data systems. To sort incoming post and to action it appropriately when required.
Using the Trust EPR system to obtain and return health records for authorised users from various departments within the hospital. To ensure that all health records are tracked using EPR thereby maintaining accurate location records. To carry out audits, notes retrieval and maintain dairies. To contribute to the development, maintenance and implementation of local policies and ensure Standard Operating Procedures are in place and kept updated,.
As necessary and appropriate, to demonstrate skills to junior administrative and other staff. To participate in the training/orientation of new and/or temporary staff. To assist with the maintenance of stock control for stationery and other relevant consumables used in the clinical units and administration office. To maintain filing system and other general ad hoc office management procedures.
To format reports required for senior staff, the Trust Board, or the OSCB/OSAB. To undertake and maintain personal development through training and competence and to promote team development. To communicate effectively using good verbal and written skills. To demonstrate a flexible approach to work and assist with the provision of cover for absent colleagues.
The role requires a high level of concentration to be maintained, precise accurate detailed work and at times, emotional effort when responding to telephone queries. To develop and maintain strong, professional working relationships when communicating with staff and other professionals. To attend and participate in any staff meetings as required. To operate computer systems which are in use, or which may be introduced into the Unit as required.
To promote a helpful and caring attitude within the Trust by ensuring all individual requirements are met and that everyone is treated with courtesy and respect. To calmly manage agitated and distressed members of the public, patients and visitors. To be patient and understanding and advise them of the PALS service to help with their concerns, or if requested what the formal complaints procedure is. NOTE: This job description is written in the knowledge that it is not exhaustive and will be subject to review by the Safeguarding team as the needs of the department change, or annually as required.
