Band 3 Administrator

Band 3 Administrator

Closing date: 08 July 2026

We are looking to recruit two full‑time administrators to work alongside team members in the Ambulatory Assessment Unit (AAU) within the Acute Medicine and Rehabilitation Directorate at the John Radcliffe Hospital.

The role involves assisting with the day‑to‑day running of the unit, supporting colleagues, patients and visitors, and working within a fast‑moving, ever‑changing environment where doctors, nurses and administration staff collaborate closely to deliver excellent care.

Applicants must have a "can‑do" attitude, be able to prioritise workload, and be flexible to cover a varied shift pattern that may include evenings and weekends. Full training and support will be provided.

• Appointment Coordination: Schedule and manage appointments for AAU doctors, nurses and advisors, ensuring smooth and timely arrangements.
• Referral Management: Process and track referrals, ensuring all documentation is handled efficiently and in line with departmental procedures.
• Administrative Support: Provide comprehensive assistance, including preparing reports, handling correspondence and maintaining accurate records.
• Database Management: Maintain and update department databases and systems, ensuring all data is entered accurately and securely, while adhering to confidentiality and data protection standards.
• Communication Liaison: Act as the primary point of contact for internal and external stakeholders, responding to inquiries promptly and professionally.
• Document Management: Organise, file and manage departmental documents, ensuring all records are easily accessible and up‑to‑date.
• Collaboration: Work closely with clinical and administrative teams to support the smooth running of daily operations, contributing to overall efficiency.
• General Office Duties: Handle routine administrative tasks and ensure the office environment remains organised and functional.

Post holders will work directly with the clinical team, with expectations to manage fluctuating demands, excellent word‑processing skills, well‑developed communication, organisational and time‑management abilities. Flexibility and relevant administrative experience are required.

• Deliver a professional administrative service for AAU/DDC & LCDH, ensuring activities are completed efficiently and information is transcribed accurately and confidentially in a timely manner.
• Participate in audit for clinical practice and assist with data collection; keep records and databases up‑to‑date.
• Understand departmental record systems and assist with personal files during retrieval or return.
• Assist wider EPR administrative and clinical teams to ensure service delivery.

Main tasks and responsibilities:

• Work using own initiative, manage time effectively, meet deadlines and organise day‑to‑day activities and tasks.
• Receive and deal with telephone calls, ensuring effective systems to record, prioritise and follow up, while maintaining confidentiality.
• Input, retrieve and update records using EPR systems, ensuring accuracy and timely documentation.
• Deal with queries from clients, managers and external contacts, passing on queries efficiently when necessary.
• Liaise with other departments, external agencies and contacts as required.
• Use Cerner Millennium IT system competently after training, following departmental standards.
• Be compliant with information governance requirements.
• Show flexibility to cover for other personnel as required, including on other Trust or commercial client sites.
• Respect confidentiality of all electronically stored information and written data, particularly relating to patients.

This description is not exhaustive; post holders will be expected to adopt a flexible attitude towards duties that may vary according to departmental needs.

• Good general standard of education, including qualifications in English and Mathematics at GCE grade C or above, or equivalent in NVQ 2/3 administration/customer service.
• Ability to work on own initiative with minimal supervision.
• Understanding of the need for confidentiality.
• Experience working with a range of IT systems.
• Good interpersonal and customer care skills.
• Strong IT skills and knowledge of MS Office packages.
• Role model the Trust's values.
• Able to empathise with patients and relatives.
• Experience working in an NHS/healthcare setting.
• Ability to multitask.

Post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; submission for Disclosure to the Disclosure and Barring Service (formerly CRB) is required.

Oxford University Hospitals NHS Foundation Trust

Salary: £25,760 to £27,476 a year (Pro Rata)