Assistant Pathway Co-ordinator

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading NHS teaching trust in Oxford is seeking a proactive administrator to join their Cancer Directorate. The role involves managing patient appointments, providing support to clinicians, and ensuring efficient administrative services. Candidates should have strong organizational and communication skills along with a good educational background. Previous NHS experience is beneficial but full training will be provided. This position is essential in improving the patient experience and supporting high quality care.

Benefits

Comprehensive training and development opportunities

Supportive work environment

Contribution to patient care

Qualifications

• Good general education including Maths and English.
• IT qualifications and experience with Patient Administration Systems.
• Relevant administrative experience, preferably in the NHS.

Responsibilities

• Support the Pathway Coordinator to ensure efficient service.
• Manage patient appointments and queries effectively.
• Assist in the provision of comprehensive administrative services.

Skills

Organizational skills

Interpersonal skills

Communication skills

Education

5 GCSEs/BTEC grade C or above including Maths & English

IT qualifications/EPR trained

Experience in MS Office

Job description

Overview

Responsibilities include making appointments, dealing with queries from patients and liaising with the wider administrative team as well as clinicians. Whilst some NHS experience is an advantage, full training will be given with a dedicated team trainer and mentor. Once in the role we will give you every available opportunity to develop a wide range of skills that will equip you well if you wish to progress within the NHS and pursue future leadership and management roles.

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 is required to assist in 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 supporting the Pathway Coordinator in the delivery of a comprehensive administrative service to a specialty team. This will involve waiting list management for a speciality, in accordance with the Elective Access Policy, communicating appointment and admission related information to patients and carers and/or typing correspondence as appropriate.

1. Responsibility for the provision of a supporting role to the Pathway Coordinator to help ensure the efficient running of the service.
2. Implement policies and procedures to maintain efficient department/office and digital filing systems to facilitate the smooth running of the administrative services.
3. Use Voice recognition software to take responsibility for ensuring that letters for the specialty are sent out with the defined turnaround time, bring pro-active in ensuring that each clinic attendance has been documented.
4. Receiving and taking relevant action on telephone calls from patients, General Practitioners etc. Providing reassurance and support to patients and families by telephone and making judgements about finding appropriate solutions to problems, which requires the ability to be able to understand and explain the patient pathway.
5. Arranging investigations, ensuring that these have been performed, results received and seen by relevant clinician and uploading to correct software redirection of all investigation results as appropriate.
6. Updating patient details and viewing events using Patient Administration Systems (EPR). Registering patients and ensuring that all relevant information is available on the appropriate software prior to appointments. This may include providing reports, as and when necessary.
7. Ensuring prompt location of paper records where required to enable the clinician to respond to correspondence/telephone calls received.
8. Liaising with other departments as required.
9. Liaising with pathway coordinators and team leader over any potential delays relating to issues with clinic letter turn around.
10. Working independently making decisions within own role with minimum supervision.
11. Deputising for the Pathway Coordinator in their absence for annual leave and sickness.
12. Complying with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
13. Undertaking any other duties as directed. This may cover a wide range of duties including providing cover for other teams roles at or below this band.
14. Taking responsibility of dealing with general communication including email, shared mailboxes and EPR communication centre.
15. To undertake general administrative duties, including filing, typing, photocopying, scanning, arrangement of meetings and taking minutes.

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.

About the Role

We have an exciting opportunity to join our administrative team within the Cancer Directorate. You will need to be a good team player, highly organised and possess good interpersonal and communication skills.

Qualifications

• Good general level of education (e.g. 5 GCSEs/BTEC grade C or above or equivalent) including Maths & English.
• IT qualifications/EPR trained.
• Relevant administrative experience with up-to-date experience of MS Office.
• Previous experience within the NHS/public sector.

About Oxford University Hospitals NHS Foundation Trust

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.

Oxford University Hospitals promotes a safe, respectful hiring environment. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles of the Sexual Safety Charter. 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.