Pathway Support

University Hospitals of Derby and Burton NHS Foundation Trust; Waingroves; On-site; GBP 21,000 - 25,000; Full time

Job summary

University Hospitals of Derby and Burton NHS Foundation Trust is seeking an Outpatient Administration Officer to deliver professional outpatient reception and administrative services. You will work with multidisciplinary teams to support patient care, ensuring accurate health records and compliant data across PAS, SystmOne, and RTT processing.

The role emphasizes managing referrals and clinical documentation, maintaining record accuracy, and upholding information governance standards.

Qualifications

• Good written communication on application form.
• Ability to communicate across different staff groups both verbally and in writing.
• Experience in a patient facing/customer service environment.
• Demonstrates a good standard of education in English and Maths (GCSE/O Level).

Responsibilities

• Record 18-week RTT end dates on SystmOne and Lorenzo.
• Scan and upload new referrals to CITO and maintain PAS documentation.
• Retrieve, file and track patient case notes; ensure availability when transferring departments.
• Prepare and maintain case notes per Trust policies for scanning and storage.
• Review case note attendance histories and patient record status for retention/destruction decisions.
• Respond to telephone and face-to-face enquiries professionally and promptly.
• Support efficient management of patient records for quick identification and retrieval.
• Undertake cross-site working across Derbyshire community locations as required.

Skills

Written communication

Verbal communication

Customer service

Teamwork

Education

English and Maths GCSE/O Level

Job description

University Hospitals of Derby and Burton NHS Foundation Trust

Pathway Support

The closing date is 11 November 2026

The Outpatient Administration Officer provides a professional, courteous and efficient outpatient reception and administrative service, supporting the effective delivery of patient care. Working closely with multidisciplinary teams, the post holder will communicate effectively with clinical and non-clinical staff, demonstrating initiative, tact and diplomacy to ensure a high-quality service.

The role includes supporting health records management functions, ensuring clinical records are accurately prepared and maintained to support outpatient activity. The post holder will be responsible for maintaining the accuracy of patient information across a range of systems, including the scanning and management of referrals and clinical documentation.

A key aspect of the role is ensuring compliance with Referral to Treatment (RTT) standards, clinical coding requirements and information governance policies, supporting the Trust in achieving national performance targets and Payment by Results requirements. The post holder will also contribute to the effective management, retention and disposal of patient records, ensuring compliance with legislative and organisational standards.

A UK driving licence or other means of transport will be required for this post.

Main duties of the job

• Ensure 18-week Referral to Treatment (RTT) end dates are accurately recorded on SystmOne and Lorenzo.
• Scan and upload new patient referrals to CITO, maintaining the accuracy of documentation on the Patient Administration System (PAS).
• Retrieve, file and track patient case notes, ensuring records are available and correctly recorded when transferred between departments.
• Prepare and maintain case notes in accordance with Trust policies, including sorting documentation and preparing records for scanning and electronic storage.
• Review case note attendance histories and patient record status to support the appropriate retention, storage, merging or destruction of records.
• Respond to telephone and face-to-face enquiries in a professional and timely manner.
• Support the efficient management of patient records to ensure information can be accurately identified and retrieved when required.
• Undertake cross-site working across Derbyshire community locations as required to meet service needs.

Closing date of applications: 11 November 2026

Interview date: 25 November 2026

About us

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

• Development opportunities, both professional and leadership development
• On-going support from recruitment to when you join our team and beyond.
• Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts:

• We see on average 4810 OP appointments a day.
• We are the 4th busiest Trauma & Orthopaedic outpatients department in England - an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day - 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.
• UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Job responsibilities

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AIgenerated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Please note this position is not eligible for sponsorship. Applicants must be able to demonstrate an existing and ongoing right to work in the UK for the duration of the contract without sponsorship from the Trust.

Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).

Person Specification

• Good written communication on application form
• Demonstrates the experience and ability to communicate across different staff groups both verbally and in a written form
• Demonstrates a good standard of education in English and Maths (O Level, GCSE) (2)
• Demonstrates experience in a patient facing/customer service environment

Admin office experience

• Demonstrates experience working with a team as well as undertaking tasks on their own
• Demonstrates experience making and receiving telephone calls and being a point of contact for customers/patients

Organisational skills

• Demonstrates experience and the ability to prioritise their own workload
• Demonstrates experience managing multiple tasks

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

University Hospitals of Derby and Burton NHS Foundation Trust