Job summary
- Main area
- Secretarial Admin
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 321-SWO-7345394-B4
- Employer
- Oxford University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- John Radcliffe Hospital
- Town
- Headington, Oxford
- Salary
- £27,485 - £30,162 per annum/pro rata
- Salary period
- Yearly
- Closing
- 27/08/2025 23:59
Employer heading
Patient Pathway Administrator - Centralised Recruitment
NHS AfC: Band 4
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
Oxford University Hospitals NHS FT are looking for a Patient Pathway Administrator in gynaecology to assist in the provision of a professional, comprehensive and effective administrative service to the Gastroenterology service.
The successful post holder will Work as part of a team to provide secretarial and clerical support for the unit as required. In addition, they will work to develop and maintain a high quality service, ensuring the service is effectively and efficiently delivered to all patients and colleagues.
Main duties of the job
Duties:
- Ability to prioritise and organise own workload.
- 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.
- Maintain an efficient administration system within the office in order to achieve high quality standards in a demanding and constantly changing environment.
- Work flexibly, as necessary, to cover peaks and troughs of work across the department and to cross cover other members of the team when absences occur.
- To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
- Use of the Trust digital transcription systems to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of sending out within 7 working days.
- 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 and procedures to avoid breaches.
- Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade as required from your line manager or the Directorate Management team.
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
Administration
1. Review and despatch of clinical, administrative and general correspondence by digital transcription.
2. Ensuring that clinic letters are sent out promptly to General Practitioners.
3. Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
4. Ensuring investigations have been requested and tracking results with hospital notes to ensure appropriate action is carried out in a timely manner.
5. Proactively manage patient pathways on Electronic Patient Record (EPR) to ensure patient is on correct pathway and discharged when appropriate.
6. Use of Clinical Intranet for obtaining results as appropriate.
7. Use of EPR to search and amend patient records. Use of EPR to check appointments booked for patients as requested.
8. To ensure the unit’s GP advice line is being actioned and to ensure charges are correctly processed.
9. Assisting with organisation of weekly MDT meetings, x-ray conferences, histology meetings and/or any other meetings that need administrative support.
10. Efficient and sometimes urgent despatch/delivery of hospital notes as requested.
11. Liaising with Medical Records to return and retrieve hospital notes as required.
12. Oversight of booking patients via telephone and updating the required systems.
13. Receiving telephone calls and emails from patients, General Practitioners and any other general enquiries and responding in a timely manner.
14. Close liaison with Outpatients Department to maintain smooth running of outpatient clinics and to keep department informed of any known changes to forthcoming clinics. When requested organizing and setting up of extra clinics and liaising closely with appointments staff, clinic staff and patients.
1. Close liaison with Endoscopy Department to maintain smooth running of endoscopy sessions and to keep department informed of any known changes to forthcoming sessions. When requested organizing and setting up of extra sessions and liaising closely with endoscopy staff, appointments staff and patients.
2. Liaising with other departments as required.
3. Filing of correspondence, results, hospital notes and any other general filing as required.
4. Organising of meetings/talks as requested by Consultants including preparation and circulation of information if needed.
5. Liaising with Consultants on their timetables and diaries.
6. Assisting with audits and databases as required.
7. General secretarial duties including photocopying, collating etc and any other duties as requested by the Admin Manager, Service Manager or Doctors.
Person specification
Education
Essential criteria
- GCSE English and Math (Or Equivalent) at Grade C or above
Desirable criteria
- Educated to degree level/NVQ level 3 or above
Person Specifications
Essential criteria
- High standard of written and spoken English
- Administrative and organisational skills
- Ability to work independently and as a member of a team
Desirable criteria
- Evidence of positive approach to working in complex environments
- Understanding of medical terminology
Employer certification / accreditation badges
Applicant requirements
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Ellie Considine
- Job title
- Gastroenterology and Hepatology Admin Manager
- Email address
- [email protected]
- Telephone number
- 01865 226326
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