Assistant Patient Pathway Administrator

OUH; Oxford; Hybrid; GBP 26,000 - 27,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a Main area Clinical admin officer for the Sarcoma Unit. This permanent full-time role covers patient administration, appointment bookings and maintaining accurate records within the RTT pathway.

As a Band 3 admin post, you will join a multidisciplinary team at Nuffield Orthopaedic Centre in Oxford, delivering compassionate, efficient administrative support to patients and clinical staff.

Qualifications

• Be able to prioritise and organise your own and other staff's workload.
• Work independently and as part of a team.
• Flexible and reliable approach with good timekeeping.

Responsibilities

• Support Consultants and clinical staff with administrative tasks and patient correspondence.
• Sort and prioritise incoming post and action urgent items in the absence of senior staff.
• Book within 18 week RTT and arrange outpatient follow-ups within Trust targets.
• Monitor urgent requests to ensure appropriate processing.
• Work with the service to expedite appointments and avoid RTT breaches.
• Maintain accurate patient records and upload letters and reports to the EPR.
• Process discharged patients and update the Patient Missing Follow Up list.
• Ensure cancer patients are booked within cancer target timeframes.
• Answer the service telephone.

Skills

Administrative experience

Customer service

Data entry

Telephone handling

Education

5 GCSEs or equivalent

Job description

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-8175262-B3-A

Site Nuffield Orthopaedic Centre Town Oxford Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 23/11/2026 23:59

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 visit www.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 the OUH 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 grade or 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

Sexual Safety Charter : In 2023NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit tothe ten core principles

Oxford University Hospitalspromotes 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.

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

Visa and Immigration: Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process. Skilled worker: Health and Care Visa | NHS Employers / Work in the UK - GOV.UK

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.

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.

To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long-term health conditions.

When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job's requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.

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.

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.

Band 5 NurseandBand 2 Healthcare Support Workerrecruitment iscentralised, meaning when you apply you will be considered fora number of rolesacross the Trust. If you have any questions please email: [e-mail] .

Vacancies with our PFI partners

Domestic / catering / porteringservices at theJohn Radcliffe Hospitalare provided byMitie.

Domestic / catering / portering / maintenance engineerservices at theChurchill HospitalandNuffield Orthopaedic Centreare provided byG4S.

Maintenance engineer services at the John Radcliffe Hospital are provided by Equans.

Fraudulent recruiters have been using social media platforms to dupe potential job seekers into divulging personal and financial information.

Sophisticated frauds, involving grooming of targeted individuals, shows the fake recruiter asking the unsuspecting job seeker to take part in a fake job interview, either over the phone or via WhatsApp, and also sending fraudulent follow-up correspondence offering job positions.
All meetings and interviews will be scheduled on Microsoft Teams from a verified OUH email account.
If you have any doubts about any correspondence around recruitment, please contact us

To use ReachDeck to listen to or translate this site you must

Departments and services

You can view our departments and services alphabetically. Some areas also have dedicated microsites, which are featured in the linked images below.

"Oxford University" is a registered trade mark of the University of Oxford, and is used with the University's permission.