Assistant Patient Pathway Administrator

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

Job summary

Oxford University Hospitals NHS Foundation Trust is recruiting for a Band 3 Assistant Patient Pathway Administrator in the Urology department at Churchill Hospital, Oxford. The role is full time (37.5 hours) with a fixed term of one year and includes booking clinics, scheduling operating theatre lists and ensuring timely clinic letters reach patients.

You will work closely with clinical teams, handle patient communications by phone and email, and help manage daily emails and data quality.

Qualifications

• GCSE English and Maths, grades A-C.
• Previous admin experience, preferably NHS.
• Experience with IT systems and EPR.
• Proficient in MS Office applications.

Responsibilities

• Book new and follow-up outpatient/diagnostic appointments.
• Schedule patients into operating lists and clinics.
• Process clinic letters to patients and GPs.
• Handle daily emails and respond to patient queries.
• Add clinic capacity in the EPR as directed.
• Liaise with support services to avoid discrimination.

Skills

Communication

Attention to detail

Organisation

Education

GCSE English and Maths

Tools

Microsoft Office

Outlook

Excel

Word

Job description

Main area Assistant Patient Pathway Administrator, Urology Department Grade NHS AfC: Band 3 Contract 1 year (Fixed Term) Hours Full time - 37.5 hours per week (9am - 5pm) Job ref 321-SW-7981900-B3-EXT

Site Churchill Hospital Town Oxford Salary £25,760 - £27,476 per annum / pro rata Salary period Yearly Closing 04/11/2026 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

Advert – Band 3 Assistant Patient Pathway Administrator – Urology

We have some exciting opportunities available to join the Urology team as a Assistant Patient Pathway Administrator. We have a variety of posts based at either the Churchill Hospital (Headington).

As a Assistant Patient Pathway Administrator, you will work closely with our clinical teams to support the delivery of excellent care to our patients. Your day-to-day role will involve talking with patients and the clinical teams, carrying out a variety of administrative tasks such as booking clinic appointments, scheduling patients into an operating theatre list, and making sure our consultant and nursing teams’ clinic letters are processed and sent out to our patients.

These roles are ideal for anyone looking to move into the NHS, with good opportunities for career progression both within and outside the department. We welcome applications from recent school leavers or graduates, or those looking for a change, as full training will be given once you start in your role.

Informal discussions or visits to the department are welcomed, please do contact either Lisha Collier , Sandeep Thomas or Melanie Bartley for further information. [e-mail] [e-mail] [e-mail]

Main duties of the job

• 1. Book new and follow-up outpatient and diagnostic appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the correct clinic to ensure that they are seen by the most appropriateclinician.
• 2. Reschedule outpatient appointments as a result of patients calling the service, in line with local targets and agreed local processes in respect to patient cancellations.
• 3. Actively review patient DNAs, liaising with the appropriate clinical staff and reschedulepatientappointments inlinewith agreed local processes.
• 4. Taking telephone calls from patients and actioning their queries or directing them to the appropriate person.
• 5. Contributing to the management of the daily emails accounts within the department, ensuring that queries are dealt with effectively and efficiently.
• 6. Completing clinical letters for patients and GPs
• 7. Adding additional clinic capacity on EPR as directed by management.
• 8. Liaise with the appropriate teams (e.g. learning disabilities team, translator services etc) to ensure that patients requiring additional support services are not indirectly discriminated.

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. Find out more here www.ouh.nhs.uk

The Trust comprises of four hospitals - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin Banbury.

Detailed job description and main responsibilities

The post holder will be expected to provide day to day administrative support for Urology clinicians within the Urology department. The individual will need to be flexible to meet the competing and evolving demands of the service. There will be an element of cross cover required within the team and an extension of the role to provide administrative support to other services covered by the Urology Team

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 support service for the Urology clinical team

Person specification

Qualifications

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

Experience

• Previous admin experience
• Previous NHS experience
• EPR experience

Personal Skills

• Accurate data entry, typing and checking skills
• Attention to detail with the ability to maintain high standards and quality of work
• Good communication, organisational, planning, and prioritisation skills

Behavioural Skills

• Excellent customer care and communication
• Ability to adapt communication style as required
• Demonstrates accountability by taking responsibility for own actions, behaviours, and the delivery of agreed work objectives and goals.

Technical Skills

• Experience of IT Systems, Microsoft Office: Outlook, Word, Excel
• Willingness to learn new applications

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 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.

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.

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.

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