Assistant Patient Pathway Administrator

Main area Clinical admin Nuffield Orthopaedic centre Grade NHS AfC: Band 3 Contract Permanent Hours Full time – 37.5 hours per week Job ref 321-NOTSS-7040077-B3

Employer Oxford University Hospitals NHS Foundation Trust Employer type NHS Site Nuffield Orthopaedic Centre Town Oxford Salary £24,937 – £26,598 per annum pro rata Salary period Yearly Closing 12/09/2025 23:59

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 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 visitwww.ouh.nhs.uk/about/vision-and-values

Job overview

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.

The post holder has responsibility for assisting with the provision of a professional, comprehensive and efficient administrative service, which is effectively delivered to all patients and members of the Department. This will be through the delivery of a comprehensive administrative service to a specialty team

Main duties of the job

To provide an administrative service to support the Consultants, clinical and nursing staff and all patients under the care of the Sarcoma Unit.

The duties include booking and uploading 2WW GP referrals, booking all patients follow up appointments, answering the telephone, providing support to the Patient pathway administrators, contacting patients to arrange for them to attend clinics sometimes at short notice, and contacting patients to cancel their appointments

Working for our organisation

Oxford University Hospitals NHS Foundation Trustis 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 thisDelivering Compassionate Excellenceand 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 theOUH YouTube channel .

Detailed job description and main responsibilities

Administration
1. Provide administrative support to Consultants, clinical staff and all patients under their care, including correspondence support and other administrative duties as required.
2. Sort and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.
3. Support patients under the Clinicians care by booking within the 18 week referral to treatment (RTT) pathway. Ensuring outpatient appointments are attended and follow up appointments are booked within Trust targets
4. Monitor urgent requests to ensure they are processed appropriately.
5. Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, escalating and intervening where necessary to expedite appointments to avoid breaches.
6. Maintain accurate and current patient records ensuring letters, clinical reports, diagnostic test results and other notes are uploaded into the correct patient EPR notes
7. Ensure patients that require discharge are processed accordingly and the Patients Missing Follow Up List is updated.
8. Ensure Cancer patients are booked within the cancer target timeframes.

9. To answer the service telephone.
General
1. Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
2. 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.
3. Respond to communication and queries including email, face to face and over the telephone in a timely manner
4. Maintain patient confidentiality at all times.
5. Be flexible in your approach to work, such as covering other job roles at an appropriate gradeor site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 17:00.
6. Use the Trust IT systems (for example EPR) to register patients, make outpatient appointments, produce letters, ensure that details are correct, check in / check of outpatient appointments as instructed.
7. Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
8. Attend Departmental meetings and training as required to ensure that you maintain an up-to date working knowledge of service and trust procedures
9. Act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.
10. Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.

Person specification

Admin

• Be able to prioritise and organise your own and other staffs workload.
• Be able to work independently and as part of a team
• Flexible and Reliable approach to work with Good timekeeping skills
• Good General level of education (eg 5 GCSE’s grade C or above or equivalent – NVQ level 2 etc
• Professionalism
• EPR
• Experience in a cancer service
• Worked in a NHS or clinical setting (5) Worked with consultants
• Worked with consultants

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment , we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

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.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.

No unsolicited recruitment agency telephone calls or emails.

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.

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