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.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
Many of our recruitment programmes useValue Based Interviewingto identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values
Job overview
We are seeking an enthusiastic, organised and patient-focused Ward Clerk Assistant to join our Children's Day Care Ward team. This is an exciting opportunity to play a vital role in supporting the smooth and efficient operation of a busy clinical environment.
As the first point of contact for patients, families, visitors and healthcare professionals, you will provide comprehensive administrative and clerical support to the ward. Your work will contribute directly to delivering high-quality patient care by ensuring accurate record management, effective communication and efficient coordination of patient admissions, discharges and appointments.
The successful candidate will demonstrate excellent communication skills, strong organisational abilities and a commitment to delivering outstanding customer service within a multidisciplinary healthcare setting.
Main duties of the job
- Provide administrative and clerical support to the Children's Day Care Ward.
- Welcome patients, relatives and visitors, directing them appropriately and providing a professional first point of contact.
- Answer telephone calls and manage email enquiries in a courteous and timely manner.
- Support the coordination of patient admissions, transfers and discharges.
- Book investigations, transport arrangements and follow-up appointments as required.
- Prepare, track and maintain medical records and documentation.
- Update ward management systems and electronic bed boards in real time.
- Ensure patient information is handled in accordance with confidentiality, information governance and data protection requirements.
- Monitor and maintain ward stationery and administrative supplies.
- Work collaboratively with nursing, medical and administrative colleagues to ensure the effective delivery of patient services.
- Participate in service improvement initiatives and contribute to maintaining high standards of patient care and safety.
Working for our organisation
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. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel .
In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment.
Detailed job description and main responsibilities
The Ward Clerk Assistant is responsible for providing comprehensive administrative support to the Children's Day Care Ward, ensuring the efficient management of patient information and ward activities.
The post holder will work closely with nursing, medical and multidisciplinary teams to facilitate effective patient pathways from admission through to discharge. Responsibilities include maintaining patient records, arranging investigations and appointments, managing correspondence, coordinating communication between departments and ensuring all documentation is completed accurately and promptly.
The role requires excellent interpersonal skills to communicate effectively with patients, families, visitors and colleagues. The post holder will be expected to demonstrate professionalism, sensitivity and discretion when dealing with confidential information and challenging situations.
The successful candidate will support the ward's commitment to quality improvement, patient safety, safeguarding, infection prevention and adherence to Trust policies and procedures. They will also be expected to undertake relevant training and contribute positively to the development of the service and wider organisation
For a detailed job description and main responsibilities please refer to the attached job description/specification.
Education
- Good general education with excellent literacy, numeracy and communication skills
Experience
- Experience of dealing with difficult or challenging situations.
- Previous secretarial and admin experience.
- Hospital based administration experience
Skills and Knowledge
- Good knowledge of Microsoft Word, Excel, Outlook, Powerpoint or equivilent.
Sexual Safety Charter : In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit tothe ten core principles
Oxford University Hospitals promotes a safe, respectful hiring environment.
Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.
Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.
To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long-term health conditions.
When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job's requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.
All meetings and interviews will be scheduled on Microsoft Teams from a verified OUH email account. If you have any doubts about any correspondence around recruitment, please contact us.
Employer certification / accreditation badges
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.
Vacancies with our PFI partners
Domestic / catering / porteringservices at theJohn Radcliffe Hospitalare provided byMitie.
Domestic / catering / portering / maintenance engineerservices at theChurchill HospitalandNuffield Orthopaedic Centreare provided byG4S.
Maintenance engineer services at the John Radcliffe Hospital are provided by Equans.
Fraudulent recruiters have been using social media platforms to dupe potential job seekers into divulging personal and financial information.
Sophisticated frauds, involving grooming of targeted individuals, shows the fake recruiter asking the unsuspecting job seeker to take part in a fake job interview, either over the phone or via WhatsApp, and also sending fraudulent follow-up correspondence offering job positions.
Any communication about jobs at Oxford University Hospitals will come from 'Trac', or via an ouh.nhs.uk email address.
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Ward Clerk Assistant in Oxford employer: OUH
Oxford University Hospitals NHS Foundation Trust is an exceptional employer, offering a supportive and collaborative work environment that prioritises compassionate care and professional development. With a commitment to delivering excellence in healthcare, employees benefit from extensive training opportunities, a focus on teamwork, and the chance to make a meaningful impact in the lives of patients within a prestigious teaching trust located in the vibrant city of Oxford.
