Patient Pathway Administrator - Centralised Recruitment

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

Job summary

A major NHS teaching hospital in the United Kingdom is seeking a Patient Pathway Administrator for gynaecology to provide comprehensive administrative support. The successful candidate will ensure efficient operations, manage patient pathways, and maintain high quality service standards. A strong background in administration alongside GCSE qualifications is required. This role offers an opportunity to contribute to patient care in a collaborative environment.

Qualifications

• GCSE English and Math at Grade C or above.
• Educated to degree level/NVQ level 3 or above.
• High standard of written and spoken English.
• Desirable: evidence of a positive approach to working in complex environments.

Responsibilities

• Prioritise and organise own workload.
• Maintain an efficient administration system within the office.
• Ensure compliance with 18-week referral to treatment targets.
• Manage patient pathways in the Electronic Patient Record (EPR).
• Provide administrative support to Consultants and clinical staff.

Skills

Administrative skills

Organisational skills

Ability to work independently

Understanding of medical terminology

Education

GCSE English and Math (Grade C or above)

Educated to degree level/NVQ level 3 or above

Job description

Job Overview

Oxford University Hospitals NHS FT are looking for a Patient Pathway Administrator in gynaecology to assist in the provision of a professional, comprehensive and effective administrative service to the Gastroenterology service. The successful post holder will work as part of a team to provide secretarial and clerical support for the unit as required. In addition, they will work to develop and maintain a high quality service, ensuring the service is effectively and efficiently delivered to all patients and colleagues.

Responsibilities

• Prioritise and organise own workload.
• Act in a manner aligned to our Trust Values and consistently demonstrate behaviours that deliver compassionate excellence.
• Maintain an efficient administration system within the office to achieve high quality standards in a demanding and constantly changing environment.
• Work flexibly to cover peaks and troughs of work across the department and cross cover other team members when absences occur.
• Comply with the Data Protection Act, Access to Health Records and legislation related to confidential data.
• Use Trust digital transcription systems to produce clinical correspondence informing referrers, patients and relevant parties of patient pathway progress, producing high quality correspondence within the national target of sending out within seven working days.
• 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 and procedures to avoid breaches.
• Review and dispatch clinical, administrative and general correspondence by digital transcription.
• Ensure clinic letters are sent out promptly to General Practitioners.
• Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other duties as required.
• Ensure investigations are requested and results tracked with hospital notes to ensure timely action.
• Proactively manage patient pathways in the Electronic Patient Record (EPR) to ensure patients are on the correct pathway and discharged when appropriate.
• Use Clinical Intranet for obtaining results as appropriate.
• Use EPR to search and amend patient records and check appointments booked for patients as requested.
• Ensure the unit's GP advice line is actioned and charges are processed correctly.
• Assist with organisation of weekly MDT meetings, x‑ray conferences, histology meetings and other meetings requiring administrative support.
• Efficiently and urgently dispatch local hospital notes as requested.
• Liaise with Medical Records to return and retrieve hospital notes as required.
• Oversee booking patients via telephone and updating required systems.
• Receive telephone calls and emails from patients, General Practitioners and general enquiries and respond in a timely manner.
• Maintain close liaison with Outpatients Department to keep clinic staff and patients informed of any changes to forthcoming clinics, organising and setting up extra clinics as requested.
• Maintain close liaison with Endoscopy Department to keep endoscopy sessions running smoothly and organise and set up extra sessions as requested.
• Provide general secretarial duties including photocopying, collating and other duties as required by the Admin Manager, Service Manager or Doctors.
• Perform any other duties necessary to fulfil the post objectives, appropriate to the grade as required by line management.

Qualifications & Requirements

• GCSE English and Math (Or Equivalent) at Grade C or above.
• Educated to degree level/NVQ level 3 or above.
• High standard of written and spoken English.
• Administrative and organisational skills.
• Ability to work independently and as a member of a team.
• Desirable: evidence of a positive approach to working in complex environments.
• Understanding of medical terminology.
• The postholder will have access to vulnerable people in the normal course of duties and must comply with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020. A Disclosure to the Disclosure and Barring Service will be required.

About Oxford University Hospitals NHS Foundation Trust

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts, providing a wide range of general and specialist clinical services and serving as a base for medical education, training and research. The Trust comprises four hospitals – the John Radcliffe Hospital, Churchill Hospital, Nuffield Orthopaedic Centre in Headington and Horton General Hospital in Banbury. Our values – Compassion, Respect, Learning, Delivery, Improvement and Excellence – define the quality of clinical care we offer and the professional relationships we foster with patients, colleagues and the wider community.