Job vacancy: Centralised Recruitment - Patient Pathway Administrator, Oxford University Hospitals NHS Foundation Trust, Oxford

Job summary

Main area: Plastic Surgery Patient Pathway Administrator
Grade: NHS AfC: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week (Mon-Fri 09.00am - 17.00pm)
Job ref: 321-NOTSS-7184954-B4

Employer: Oxford University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Blenheim Head and Neck Unit
Town: Oxford
Salary: £26,530 - £29,114 per annum/pro rata
Salary period: Yearly
Closing: 28/07/2025 23:59

Centralised Recruitment - Patient Pathway Administrator

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

Detailed job description and main responsibilities

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 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. This will involve providing a full administration service to the consultant team and taking responsibility for managing the whole patient pathway in line with the Trust Elective Access policy and Trust 62-Targets.

Duties:

Monitor urgent investigation requests to ensure they are processed appropriately.
To assist the Patient Pathway Team Leader and the Patient Pathway Manager with the management of the Diagnostic Patient Tracking List (PTL).
Liaise with Inpatient Waiting List, Outpatient Booking and Cancer Access Teams to monitor the 18 week RTT pathway and Cancer Access Standards.
Working with the Service Manager and supported by the Patient Pathway Manager, be responsible for monitoring the 18 week pathway and Cancer targets for patients awaiting treatment.
To work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) and Cancer access targets, intervening where necessary to expedite appointments / surgery to avoid breaches.
Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes on EPR in either paper or electronic record systems.
Follow the tracking procedure for the movement of all patient notes (Case Note Tracking).
Update patient details on EPR to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.
Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.
Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology.

Person specification

Experience & Skills

Essential criteria

MS office and applications (including Word, Excel and Outlook)
Previous Administration experience

Desirable criteria

EPR Experience

Qualifications

Essential criteria

GCSE or equivalent in English and Maths, grades A-C

Communication Skills

Essential criteria

Excellent customer care and communication
Ability to adapt communication style as required

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.

Stonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Application numbers

Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.

Documents to download

Apply online now

Further details / informal visits contact

Name: Leigh-Anne El-Barhdadi
Job title: Patient Pathway Administrator
Email address: [email protected]
Telephone number: 01865227092

List jobs with Oxford University Hospitals NHS Foundation Trust in Administrative Services or all sectors

Job summary

Employer heading

Centralised Recruitment - Patient Pathway Administrator

NHS AfC: Band 4

Job overview

Main duties of the job

Working for our organisation

Detailed job description and main responsibilities

Person specification

Experience & Skills

Essential criteria

Desirable criteria

Qualifications

Essential criteria

Communication Skills

Essential criteria

Employer certification / accreditation badges

Applicant requirements

Application numbers

Documents to download

Further details / informal visits contact

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