Radiology Booking Clerk

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 24,000 - 26,000; Part time

Job summary

Working as part of a dedicated team at the Oxford University Hospitals NHS Foundation Trust, you will provide essential administrative support to clinical staff, ensuring high quality patient care. Your role will involve managing communications, scheduling diagnostic appointments, and maintaining effective record keeping to enhance the patient experience.

Qualifications

• Experience in NHS administration preferred.
• Ability to understand medical terminology.

Responsibilities

• Provide administrative support to clinical staff.
• Manage patient communications and scheduling.
• Ensure compliance with treatment targets.

Skills

Administration Experience

Telephone manner

Customer care

Job description

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] .

Domestic,catering,porteringandmaintenance engineerservices at some of our hospitals are provided by our PFI partners. For these jobs, please seevacancies with our PFI partners .

Main area Clinical Support Services Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 25 hours per week (Monday - Friday 7.5 hrs daily during core hours) Job ref 321-CSS-GS-7056152-B3

Site Nuffield Orthopaedic Centre Town Headington, Oxford Salary £24,071 - £25,674 per annum/pro rata Salary period Yearly Closing 24/06/2025 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. 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 .

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

Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.

The post holder has responsibility for assisting with the provision of a professional, comprehensive and efficient administrative service, which is effectively delivered to all patients and members of the Department. This will be through the delivery of a comprehensive administrative service to a specialty team.

Main duties of the job

Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.

Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.

Support patients by booking relevant diagnostic investigations and expediting, where appropriate, in line with the 6 week diagnostic DM01 pathway.

Monitor urgent investigation requests to ensure they are processed appropriately.

Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, 6 week diagnostic DM01 and 2 week cancer targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.

Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.

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 of four hospitals - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin 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.

Detailed job description and main responsibilities

Administration

Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.

Open and prioritise incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.

Support patients by booking relevant diagnostic investigations and expediting, where appropriate, in line with the 6 week diagnostic DM01 pathway.

Monitor urgent investigation requests to ensure they are processed appropriately.

Work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, 6 week diagnostic DM01 and 2 week cancer targets, escalating and intervening where necessary to expedite appointments and procedures to avoid breaches.

Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.

Follow the tracking procedure for the movement of all patient notes.

Update patient details on CRIS / EPR and other Trust and departmental record systems.

Ensure patients that have not attended or cancelled their appointments are flagged up and rebooked in a timely manner.

Request and coordinate patient notes from other hospitals and organisations, where the pathway requires input from these.

Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology

General

Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.

Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.

Respond to communication and queries including email, face to face and over the telephone in a timely manner

Maintain patient confidentiality at all times.

Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 20:00.

Use the Trust IT systems (for example EPR, CRIS etc.) to register patients, make appointments, ensure that details are correct, check in / check out outpatient appointments as appropriate.

Assist with the processing of new referrals.

Contribute to on-going and future service development projects supporting continuous improvement of the services we provide.

Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures

Act in a manner aligned to our Trust Values and consistently demonstrate the behaviours that will ensure we achieve our ambition of delivering compassionate excellence.

Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.

Person specification

• Administration Experience
• Telephone manner
• Previous NHS experience

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.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

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.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.

No unsolicited recruitment agency telephone calls or emails.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.

Domestic / catering / porteringservices at theJohn Radcliffe Hospitalare provided byMitie.

Domestic / catering / portering / maintenance engineerservices at theChurchill HospitalandNuffield Orthopaedic Centreare provided byG4S.

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