Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent: Monday to Friday
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 321-CORP-7370460-B3
- Employer
- Oxford University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Legal Services, 1st Floor Stable Block
- Town
- Oxford
- Salary
- £24,937 - £26,598 per annum pro rata
- Salary period
- Yearly
- Closing
- 01/09/2025 23:59
Employer heading
Legal Services Administrator
NHS AfC: Band 3
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 this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.
Many of our recruitment programmes use Value Based Interviewing to 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
Are you passionate about making a difference in the NHS? Do you excel in administrative tasks and thrive in dynamic environments? If so, we have exciting opportunities for you!
Within our Trust, we are committed to providing exceptional healthcare services to our community. As a cornerstone of the UK's healthcare system, we strive for excellence in every aspect of our operations. Join us in our mission to support and enhance our healthcare services.
Our administration workforce is vital to our organisation, without them our front-line Doctors, Nurses and Allied Health Professional cannot deliver the excellent care to our patients we strive for. As an Administrator within the Trust, you will play a crucial role in ensuring the smooth and efficient operation of our Corporate operations across the hospital.
Your efforts will directly contribute to the well-being and comfort of our patients, making you an integral part of their healthcare journey.
Please note, this role would not qualify for the minimum salary requirements to be applicable for VISA sponsorship.
Main duties of the job
Centralised Recruitment:
We have adopted a centralised hiring process for administration roles in bands 2-3 and 4-5. This means you apply once and are considered for multiple positions within our organisation, saving time for both candidates and managers while accessing a broader talent pool.
This week are currently recruiting for the following Band 3 role across the organisation:
- Legal Services Administrator - 37.5 hours per week
The Legal Services Administrator will provide comprehensive administrative support to the Legal Services team. Although this post is primarily office based, some hybrid working may be considered on successful completion of probationary / training period.
When applying please:
- Include as much detail as possible in the application inc. qualifications, roles and responsibilities
- Include a supporting statement and showcase your skills and experience
Please note, this vacancy may close early if there are sufficient applications.
If you are ready to take on this rewarding role and be part of a dedicated team, we would love to hear from you.
Join us at the NHS, where your administrative skills can make a real impact on healthcare delivery. Apply today and help us shape the future of healthcare!
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.
If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.
Detailed job description and main responsibilities
Detailed JD & Main responsibilities:
- Scanning of confidential medical records, as required:
- Check against requested paper records - scanning each page, individual review of pages
- Second line checking of scans by another team member
- Maintain the health record as per instructions of the Health Records Policy
- Attend training on the GDPR and Access to Health Records Acts, to update skills as these evolve and change to include E-Learning
- Comply with the requirements of the GDPR, Access to Health Records Act and legislation issues in relation to confidential data
- Opening case files on RFI module for new hospital & Police SFR (records only) requests
- Managing Hospital to Hospital requests for patient information from loading onto RFI module through to disclosure
- Ensure a complete audit trail is maintained by updating Ulysses Database on all Police & Hospital to Hospital request
- Disclosure of records using AMS system
- Prioritise workload daily to ensure time scales are met
What we are looking for:
- Empathy and Compassion: A genuine desire to help others and provide exceptional patient care.
- Organisational Skills: Ability to multitask and manage time efficiently in a fast-paced environment.
- Experience: Previous experience in a similar administrative role, preferably within the healthcare sector.
- Skills: Strong organisational, communication, and multitasking skills.
- Proficiency: Competence in using office software and systems, including Microsoft Office Suite.
- Attention to detail: A meticulous approach to managing tasks and information.
- Team player: Ability to work collaboratively with colleagues and stakeholders.
What We Offer:
- Meaningful Work: Your role will have a direct and positive impact on the lives of patients and their families.
- Professional Development: Opportunities for training and career advancement within the healthcare sector.
- Collaborative Environment: Work alongside a team of dedicated and compassionate healthcare professionals.
- Comprehensive Benefits: Flexible working, competitive salary, health insurance, and retirement plans.
Example duties and responsibilities:
- Respond to email queries from stakeholders in a timely manner
- Answering the phone and dealing with phone queries
- Help Hiring Managers with any questions and queries
- Attending a weekly team meeting
- Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.
- Maintain confidentiality at all times.
Person specification
Essential
Essential criteria
- MS office and applications (including Word, Excel and Outlook)
- Previous experience within the NHS/public sector
- GCSE or equivalent in English and Maths, grades A-C
- Makes a positive contribution to effective multi-disciplinary team working
- Excellent customer care and communication
- Ability to adapt communication style as required
Desirable criteria
- Knowledge of GDPR and Data Protection requirements
- Experience of working in a similar role
Employer certification / accreditation badges
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Moya Hughes
- Job title
- Legal Services Office Manager
- Email address
- [email protected]
- Telephone number
- 01865 222482
- Additional information
mobile: 07385 466145
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