Patient Pathway Administrator -Spinal Surgery

Oxford University Hospitals NHS Foundation Trust; Oxford; Hybrid; GBP 28,000 - 31,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a Patient Pathway Administrator to join the Spinal Surgery team at John Radcliffe Hospital. You will provide efficient administrative support, coordinate the patient pathway and liaise with consultants, clinics and referrers.

The role is based in the office and is full-time, 37.5 hours per week. Applicants should have strong admin experience, good GCSEs including English and Maths, and familiarity with Electronic Patient Records.

Qualifications

• Good standard of Education with a minimum of 5 C grade GCSE’s (including English Language and Maths).
• EPR trained (Training available).

Responsibilities

• Deal proactively and efficiently with telephone enquiries from patients, carers, GPs and other service users professionally, ensuring the caller’s needs are met or they are transferred to the most appropriate person.
• Ensure Electronic Patient Records (EPR) and other patient databases are up to date and accurate, with relevant correspondence attached and clinic outcomes recorded.
• To manage all correspondence, and to ensure that urgent matters are dealt with properly.
• Taking appropriate action and ensuring that any paperwork is scanned promptly onto the patients’ electronic notes and forwarded to the appropriate person electronically so they can respond accordingly.
• To deal with outgoing mail and communication with due care and attention to patient confidentiality.
• To provide administration service for our outpatient clinics and theatre bookings and to ensure that under or over-booking issues are proactively dealt with.

Skills

Administrative experience

Public interaction

Empathy handling stress

NHS experience

Education

GCSEs incl English & Maths

Tools

EPR system

Job description

Patient Pathway Administrator -Spinal Surgery

Band 4

Main area Spine Grade Band 4 Contract Permanent Hours Full time - 37.5 hours per week Job ref 321-NOTSSCaN-8154307-B4

Site John Radcliffe , West Wing Town Oxford Salary £28,392 - £31,157 per annum/pro rata Salary period Yearly Closing 11/09/2026 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 visitwww.ouh.nhs.uk/about/vision-and-values

Job overview

We are seeking to appoint a Patient Pathway Administrator to join our friendly Spinal Surgery team working across the Nuffield Orthopaedic Centre and John Radcliffe Hospital sites. Please note the post holder will be required to work from the office.

Are You?

Able to work in a high paced environment and multitask

Able to deal with frequent interruptions and re-prioritise your workload to respond to changing service needs

Team player

Proactive

Organised

Committed to provide best administration service possible

The post holder will provide an efficient and effective clinical administration service to the department, Consultants and wider clinical team. The post holder will also attend to patients, colleagues and referrers to the service, promptly and courteously at all times and be a worthy front-line representative of our high quality service.

Informal visits or chat about this role prior applying are welcomed.

Main duties of the job

- To be a designated point of contact for the Consultants and clinic teams, alongside another Patient Pathway Administrators for the Spinal Surgery Team.

To provide a full administration service to the Consultant team and taking responsibility for managing the whole patient pathway in line with the Elective Access policy.

-To work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, intervening where necessary to expedite appointments / surgery to avoid breaches.

-Support patients under the Clinicians care by administering where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week RTT pathway

- To have an overview of all workflows in the admin team and to be responsible for proving an excellent cohesive service to both patients and colleagues.

- To work closely with each member of the admin team to understand their role and support them.

- To cover in times of leave and sick to ensure service continuity.

- To escape potential issues to the Line Manager and or Service Manager.

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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 four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standard 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. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel

Detailed job description and main responsibilities

- To deal proactively and efficiently with telephone enquiries from patients, carers, GPs and other service users professionally, ensuring, where possible, that the caller’s needs are met or they are transferred to the most appropriate person.

- Ensure Electronic Patient Records (EPR) and other patient databases are up to date and accurate, with relevant correspondence attached and clinic outcomes recorded.

- To manage all correspondence, and to ensure that urgent matters are dealt with properly.

Taking appropriate action and ensuring that any paperwork is scanned promptly onto the patients’ electronic notes and forwarded to the appropriate person electronically so they can respond accordingly.

To deal with outgoing mail and communication with due care and attention to patient confidentiality.

- To provide administration service for our outpatient clinics and theatre bookings and to ensure that under or over-booking issues are proactively dealt with.

- To ensure appointments and surgeries are scheduled for each patient to ensure service maintains effective clinic and elective activity throughout the year. Highlighting to the Line Manager and/or the Clinical Team and/or Service Manager when clinics and or surgeries need to be cancelled or closed, ensuring patients are informed of changes and new appointments provided.

- Maintain databases, extract data from EPR and run reports for sharing with the wider team, as and when required

Person specification

Qualifications

• • Good standard of Education with a minimum of 5 C grade GCSE’s (including English Language and Maths)
• EPR trained (Training available)

Experience & Skills

• Proven experience within an administrative role
• Experience of working with the general public
• Experience of dealing with stressed/upset individuals in an empathetic manner
• Previous NHS experience

Knowledge

• Knowledge of RTT 18 week pathways

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 totheten 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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