Programme Administrator

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 21,000 - 27,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a Programme Administrator to provide high-quality administrative support for the Here for Health – Waiting Well Programme. You will help keep clinics running smoothly, manage appointments, and assist patients to access care and community services across Oxfordshire.

You will work closely with the Here for Health team, healthcare staff, GP practices, and external services to ensure a safe, efficient, and patient-focused service.

Qualifications

• Good general education to include Maths and English.
• MECC training.
• Experience in admin or office role.
• Experience supporting members of the public, ideally in health or care.
• Experience working to deadlines and managing tasks within agreed timescales.
• Experience working in hospital or NHS setting.

Responsibilities

• Book, manage, and coordinate Waiting Well appointments and clinics.
• Act as a first point of contact for patient, GP, and staff enquiries, with professional and timely responses.
• Provide clear and accurate information to patients and colleagues.
• Support organisation and day-to-day running of Waiting Well clinics.
• Maintain accurate and up-to-date patient records with confidentiality.
• Assist with tracking, monitoring, and evaluation of programme activity.

Skills

Administration

Communication

Organisation

People skills

Compassion

Education

Maths and English

MECC training

Tools

Word

Excel

Outlook

Job description

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

Are you organised, compassionate, and enjoy helping people? Join our Here for Health – Waiting Well Programme as a Programme Administrator and play a key role in supporting patients across Oxfordshire.

You’ll provide friendly, high-quality administrative support, keeping clinics running smoothly, managing appointments, and helping patients access the care and community services they need. You’ll work closely with the Here for Health team, healthcare staff, GP practices, and external services to ensure a safe, efficient, and patient-focused service.

• Experienced in administration or customer service
• Excellent at communicating, including on the phone
• Organised, reliable, and able to manage multiple tasks
• Friendly, compassionate, and people-focused
• Make a real difference to people’s health and wellbeing
• Be part of a supportive, inclusive team
• Access professional development opportunities

Main duties of the job

• Book, manage, and coordinate Waiting Well appointments and clinics
• Act as a first point of contact for patient, GP, and staff enquiries, responding in a professional and timely manner
• Provide clear and accurate information to patients and colleagues
• Support the organisation and day‑to‑day running of Waiting Well clinics
• Maintain accurate and up‑to‑date patient records, always ensuring confidentiality
• Assist with tracking, monitoring, and evaluation of programme activity
• Work closely with the Here for Health team to support efficient service delivery
• Liaise with internal and external stakeholders to ensure smooth patient pathways
• Follow Trust policies, procedures, and information governance requirements

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.

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, 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. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel .

Detailed job description and main responsibilities

Communication

Contact patients to arrange and manage Waiting Well appointments, including re‑scheduling if needed. Help patients understand information clearly and overcome any barriers.

Follow up with patients who do not attend appointments to find out the reason and offer support.

Remind patients of upcoming appointments and check if they plan to attend or need to re‑schedule.

Respond to anxious or worried patients and relatives with patience, tact, and discretion.

Deal with messages from clinicians, GPs, and other staff, keeping the Service Manager informed. Record communications accurately.

Handle sensitive information, including patient records and staff development details, professionally and confidentially.

Communicate complex or sensitive information clearly, both verbally and in writing. This may include programme procedures, key performance indicators, referrals, and evaluation data.

Keep the Service Manager updated on progress and any challenges. Take appropriate action on complaints, seeking guidance when needed.

Planning & Organisation

Arrange and manage appointments independently, ensuring the service runs smoothly.

Re‑schedule appointments or admissions if patients or the programme need to change them.

Make the best use of clinic time and staff resources. Check patient lists and data for accuracy, contacting GPs when needed.

Make onward referrals for patients and keep the team informed of any issues.

File outcomes and correspondence correctly in patient records and maintain an accurate filing system.

Organise and monitor staff rotas and clinic venues in collaboration with the health promotion practitioners and Service Manager.

Maintain programme trackers and records to a high standard with support from the team.

Monitor the programme’s generic email inbox and message pool, responding to queries promptly.

Person specification

Qualifications

• Good general standard of education to include Maths and English
• Making Every Contact Count (MECC) training

Experience

• Experience working in an administrative or office role
• Experience supporting members of the public, ideally in a health or care setting
• Experience working to deadlines and managing tasks within agreed timescales
• Experience following set ways of working and maintaining standards
• Experience supporting people who may be upset, worried, or stressed, in a calm and caring way
• Experience working in a hospital or NHS setting
• Experience working with people from different backgrounds
• Experience creating or updating information or records

Knowledge and Skills

• Clear and confident communication skills
• Reliable and well organised
• Able to use initiative and make day‑to‑day decisions
• Able to manage a busy workload and change priorities when needed
• Able to work well as part of a team
• Able to communicate effectively with staff and patients
• Willing and able to adapt to change and interruptionsExperience using electronic patient record systems
• Basic understanding of medical terms

Technical skills

• Able to use common computer systems, including Word, Excel, and Outlook

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 Hospitalus 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.

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.

Vacancies with our PFI partners

Domestic / catering / portering services 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.

All meetings and interviews will be scheduled on Microsoft Teams from a verified OUH email account.

If you have any doubts about any correspondence around recruitment, please contact us

Departments and services

You can view our departments and services alphabetically. Some areas also have dedicated microsites, which are featured in the linked images below.

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