Part-Time Administrative Assistant, Psychological Medicine

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 26,000 - 27,000; Part time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking an Administrative Assistant to provide maternity leave cover in the Psychological Medicine Service. The role is 18 hours per week across Monday, Thursday and Friday, with duties spanning patient administration and reception.

You will manage referrals, book appointments, maintain patient records in EPR, and produce clinical correspondence while upholding Trust standards and patient experience.

Qualifications

• Contract is a 12-month fixed-term Band 3 post.
• 18 hours per week (Mon, Thu, Fri 9:00–15:30).
• Strong administrative and customer service skills required.

Responsibilities

• Provide a comprehensive administrative service to support the Psychological Medicine Service and multidisciplinary team.
• Manage patient pathways by processing referrals, booking appointments and maintaining accurate patient records using the Trust's Electronic Patient Record (EPR) systems.
• Provide reception cover, acting as the first point of contact for patients and visitors, delivering a professional and compassionate service.
• Produce and process clinical correspondence using digital transcription systems, ensuring Trust timescales and quality standards are met.
• Monitor and manage shared email inboxes, process incoming correspondence and respond to patient, referrer and stakeholder enquiries promptly and appropriately.
• Support Referral to Treatment (RTT) pathways by ensuring accurate data entry, clinic preparation, patient check-in/check-out and clinic cash-up processes.
• Maintain high standards of data quality, confidentiality and customer service while supporting the smooth day-to-day running of the department.
• Work collaboratively with clinical and administrative colleagues, contributing to service improvement initiatives and providing flexible administrative support to ensure continuity of patient care.
• To monitor the shared e-mail inbox, taking responsibility for forwarding emails, creating encounters and uploading referrals to EPR for triaging and forwarding to relevant consultant through the EPR Message Centre.
• To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trust’s Elective Access Policy and local Standard Operating Procedures in order to meet national RTT Standards, and following the appropriate escalation process to highlight problems to the Assistant Service Manager and / or the Operational Service Manager when in need of assistance.
• Use of the digital transcription system (Voice Recognition) to produce clinical correspondence to inform referrers, patients and other stakeholders of patient pathway progress. In doing so, produce high quality accurate correspondence which conforms to the Trust Key Performance Indicator of 7 working days from the point of clinical delivery/decision to being sent to the patient.
• Liaising with referrers to ensure effective pathway management and to maintain good working relationships with stakeholders.
• Become proficient in the use of Scan IT software to ensure letters, clinical reports, diagnostic test results and other notes are uploaded and filed correctly in patient records on EPR.
• Check in patients attending for their Psychological Medicine appointment, checking demographic information such as name and date of birth are correctly recorded in EPR and updating with changes and corrections.
• Check out patients from their appointment, following the instructions on the outcome form to ensure the correct RTT status code is recorded.
• Complete the e-clinic-prep process to ensure relevant documentation is present on EPR for patient appointments.
• Follow the HIM tracking procedure for the movement of all paper patient notes.
• Act upon queries from referrers, patients and other stakeholders in a timely manner. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems.
• Escalate any problems arising to Assistant Service Manager or Operational Service Manager in a timely manner so they can be dealt with quickly and efficiently.

Skills

Administrative support

Data entry

Communication

Reception duties

Tools

EPR

Voice Recognition

Job description

Oxford University Hospitals NHS Foundation Trust is seeking an Administrative Assistant to provide maternity leave cover in the Psychological Medicine Service. The role is 18 hours per week across Monday, Thursday and Friday, with duties spanning patient administration and reception.

You will manage referrals, book appointments, maintain patient records in EPR, and produce clinical correspondence while upholding Trust standards and patient experience.