Maternal Medicine Network Admin Co-Ordinator
The closing date is 08 May 2026.
Maternity is based in the Womens Centre on the JR site and forms part of Oxford University Hospitals NHS Foundation Trust. The service is made up of Midwifery, Obstetrics & Ultrasound.
The Maternal Medicine Service for the Thames Valley and local Oxford patients is based on Level 6 of the Women's Centre.
We are a specialist tertiary level referral centre providing diagnosis, counselling and treatment for pregnant women across Oxfordshire, Buckinghamshire, Berkshire, Northamptonshire and Wiltshire.
We care for women with pre-existing complex medical needs or when medical problems arise during their pregnancy.
Our aim is to provide a safe & positive experience for our patients before, during & after their pregnancy & delivery.
Main duties of the job
Co-ordinating, monitoring and initiating appropriate changes within administrative processes along the patient pathway to ensure the patient\'s journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
Communicating complex information regarding specialist pathways to all levels within the organisation including medical staff.
Organisation & coordination of MDT meetings.
Minute Taking.
Maintaining an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
Following the Trust tracking procedure for the movement of all patient notes
Induction of trainee Doctors
Assisting with the ongoing digitalisation of admin services with Maternity
Ensuring that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients whilst overcoming barriers to communication
Implementing Trust and team policies/procedures if necessary
Maintaining the clinician facing and client facing websites
About us
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.
Job responsibilities
Main Responsibilities:
The role requires the ability to co-ordinate a series of complex administrative processes while communicating with the multi-disciplinary team to maintain efficient systems and processes that allow us to fulfil our National Standards for our Patient Pathways.
This requires;
v Awareness of the needs and concerns of our patients, including some who may have a high risk condition or complex needs where barriers to understanding is often a factor.
v The ability to support the Service Manager to train a team, monitoring their on-going training requirements & highlighting any potential problems or issues to the Service Manager.
v The ability to use analytical and judgement skills to evaluate service data reports to support the delivery of a high quality and efficient service.
v The ability to review the quality of information/data produced by the team to ensure it meets required standards and is fit for purpose. Put processes in place to ensure that all required data is captured correctly.
v The ability to support the team in providing a friendly, efficient service to our patients.
v The use of effective, tactful listening/communication skills when dealing with potentially distressed or bereaved patients and/or relatives.
v Involvement in regular team meetings, engaging with team members & senior management to listen discuss & support the implementation of improvements to working practices, policies & procedures.
This includes;
v The ability to work with the Patient Access Team to monitor & develop the efficiency of our pathway of referral through to patient appointment.
v Diary management for Consultants & Junior Drs.
v Transcription of patient letters using the Dragon voice recognition system.
v Dealing with requests relating to complaints.
v Management of the Medirota system for Drs Annual & Study Leave.
v Liaising with the Patient Access Team regarding Drs Annual & Study leave dates to ensure that clinics are reduced or closed as appropriate.
v Using EPR & Orbit+ to produce data reports
v Support the Patient Access Team leader & Service Manager with the implementation and training of paperless systems for Maternity.
v Management of bleep lists.
v Management of contact lists.
v Circulation of interdepartmental e-mails.
v Management of Advanced Training Skills Module (ATSM) for Trainee Drs
v Liaising with Clinical Coding to monitor incomplete Powerforms, e-mail Drs & educational supervisors to ensure these are actioned in a timely fashion.
v Liaise with other Trusts to request Patient Records
v Coordinating MDTs for the maternal medicine network including bi-monthly network MDTs and the obstetric cardiac MDT.
v Preparation of MDT proformas following MDT meetings and circulation of completed proformas to TVMMN sites
The post holder will also;
v Be self-motivated in regard to their own training requirements.
v Support the Service Manager in the provision of an on-going and evolving induction and training package for the Patient Admin Team.
v Liaise with the Data Collection Lead to provide administration support for participation in local and national clinical audit projects.
v Organise and co-ordinate meetings and on-going training events for the team.
v Act as secretary for meetings, organising dairies and taking and distributing minutes.
v Monitor and order to necessary stationary stock levels.
v Monitor booking system for room allocation.
v Undertake a range of administrative tasks and be able to provide cover for other team members as and when required.
v Undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.
Person Specification
NHS Experience
* NHS knowledge
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Oxford University Hospitals NHS Foundation Trust
£28,392 to £31,157 a year per annum pro rata
#J-18808-Ljbffr