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Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 26,000 - 27,000; Part time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking an Administrative Assistant to provide maternity leave cover in the Psychological Medicine Service. The role is 18 hours per week across Monday, Thursday and Friday, with duties spanning patient administration and reception.

You will manage referrals, book appointments, maintain patient records in EPR, and produce clinical correspondence while upholding Trust standards and patient experience.

Qualifications

• Contract is a 12-month fixed-term Band 3 post.
• 18 hours per week (Mon, Thu, Fri 9:00–15:30).
• Strong administrative and customer service skills required.

Responsibilities

• Provide a comprehensive administrative service to support the Psychological Medicine Service and multidisciplinary team.
• Manage patient pathways by processing referrals, booking appointments and maintaining accurate patient records using the Trust's Electronic Patient Record (EPR) systems.
• Provide reception cover, acting as the first point of contact for patients and visitors, delivering a professional and compassionate service.
• Produce and process clinical correspondence using digital transcription systems, ensuring Trust timescales and quality standards are met.
• Monitor and manage shared email inboxes, process incoming correspondence and respond to patient, referrer and stakeholder enquiries promptly and appropriately.
• Support Referral to Treatment (RTT) pathways by ensuring accurate data entry, clinic preparation, patient check-in/check-out and clinic cash-up processes.
• Maintain high standards of data quality, confidentiality and customer service while supporting the smooth day-to-day running of the department.
• Work collaboratively with clinical and administrative colleagues, contributing to service improvement initiatives and providing flexible administrative support to ensure continuity of patient care.
• To monitor the shared e-mail inbox, taking responsibility for forwarding emails, creating encounters and uploading referrals to EPR for triaging and forwarding to relevant consultant through the EPR Message Centre.
• To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trust’s Elective Access Policy and local Standard Operating Procedures in order to meet national RTT Standards, and following the appropriate escalation process to highlight problems to the Assistant Service Manager and / or the Operational Service Manager when in need of assistance.
• Use of the digital transcription system (Voice Recognition) to produce clinical correspondence to inform referrers, patients and other stakeholders of patient pathway progress. In doing so, produce high quality accurate correspondence which conforms to the Trust Key Performance Indicator of 7 working days from the point of clinical delivery/decision to being sent to the patient.
• Liaising with referrers to ensure effective pathway management and to maintain good working relationships with stakeholders.
• Become proficient in the use of Scan IT software to ensure letters, clinical reports, diagnostic test results and other notes are uploaded and filed correctly in patient records on EPR.
• Check in patients attending for their Psychological Medicine appointment, checking demographic information such as name and date of birth are correctly recorded in EPR and updating with changes and corrections.
• Check out patients from their appointment, following the instructions on the outcome form to ensure the correct RTT status code is recorded.
• Complete the e-clinic-prep process to ensure relevant documentation is present on EPR for patient appointments.
• Follow the HIM tracking procedure for the movement of all paper patient notes.
• Act upon queries from referrers, patients and other stakeholders in a timely manner. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems.
• Escalate any problems arising to Assistant Service Manager or Operational Service Manager in a timely manner so they can be dealt with quickly and efficiently.

Skills

Administrative support

Data entry

Communication

Reception duties

Tools

EPR

Voice Recognition

Job description

Administrative Assistant | Oxford University Hospitals NHS Foundation Trust

Company: Oxford University Hospitals NHS Foundation Trust

Salary: £25,760 - £27,476 pro rata per annum

Hours: 18 hours per week, Monday, Thursday & Friday 9am - 3:30pm

Location: Headington, Oxford, OX3 9DU

Job type: Contract (Fixed-term 12 months, Band 3)

This is a 12-month fixed-term Band 3 Administrative Assistant post providing maternity leave cover within the Psychological Medicine Service. The post is 18 hours per week, Monday, Thursday & Friday 9am - 3:30pm. The role is responsible for delivering a comprehensive, professional and efficient administrative service that supports clinicians and the wider multidisciplinary team in providing high-quality patient care. The post holder will manage patient administration throughout the patient pathway, including appointment booking, referral processing, reception duties, Electronic Patient Record (EPR) management, production of clinical correspondence, maintenance of accurate patient records, and supporting compliance with Trust and national performance standards. The role is fundamental to ensuring the smooth day-to-day operation of the service and maintaining a positive patient experience.

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 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 this Delivering Compassionate Excellence, and 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 the OUH YouTube channel.

In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles. Oxford University Hospital 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.

"This is a 12-month fixed-term Band 3 Administrative Assistant post providing maternity leave cover within the Psychological Medicine Service. The post is 18 hours per week, Monday, Thursday & Friday 9am - 3:30pm"

• Provide a comprehensive administrative service to support the Psychological Medicine Service and multidisciplinary team.
• Manage patient pathways by processing referrals, booking appointments and maintaining accurate patient records using the Trust's Electronic Patient Record (EPR) systems.
• Provide reception cover, acting as the first point of contact for patients and visitors, delivering a professional and compassionate service.
• Produce and process clinical correspondence using digital transcription systems, ensuring Trust timescales and quality standards are met.
• Monitor and manage shared email inboxes, process incoming correspondence and respond to patient, referrer and stakeholder enquiries promptly and appropriately.
• Support Referral to Treatment (RTT) pathways by ensuring accurate data entry, clinic preparation, patient check-in/check-out and clinic cash-up processes.
• Maintain high standards of data quality, confidentiality and customer service while supporting the smooth day-to-day running of the department.
• Work collaboratively with clinical and administrative colleagues, contributing to service improvement initiatives and providing flexible administrative support to ensure continuity of patient care.
• To monitor the shared e-mail inbox, taking responsibility for forwarding emails, creating encounters and uploading referrals to EPR for triaging and forwarding to relevant consultant through the EPR Message Centre.
• To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trust’s Elective Access Policy and local Standard Operating Procedures in order to meet national RTT Standards, and following the appropriate escalation process to highlight problems to the Assistant Service Manager and / or the Operational Service Manager when in need of assistance.
• Use of the digital transcription system (Voice Recognition) to produce clinical correspondence to inform referrers, patients and other stakeholders of patient pathway progress. In doing so, produce high quality accurate correspondence which conforms to the Trust Key Performance Indicator of 7 working days from the point of clinical delivery/decision to being sent to the patient.
• Liaising with referrers to ensure effective pathway management and to maintain good working relationships with stakeholders.
• Become proficient in the use of Scan IT software to ensure letters, clinical reports, diagnostic test results and other notes are uploaded and filed correctly in patient records on EPR.
• Check in patients attending for their Psychological Medicine appointment, checking demographic information such as name and date of birth are correctly recorded in EPR and updating with changes and corrections.
• Check out patients from their appointment, following the instructions on the outcome form to ensure the correct RTT status code is recorded.
• Complete the e-clinic-prep process to ensure relevant documentation is present on EPR for patient appointments.
• Follow the HIM tracking procedure for the movement of all paper patient notes.
• Act upon queries from referrers, patients and other stakeholders in a timely manner. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems.
• Escalate any problems arising to Assistant Service Manager or Operational Service Manager in a timely manner so they can be dealt with quickly and efficiently.

This advert closes on Friday 23 Oct 2026.

Proud member of the Disability Confident employer scheme.

Disability Confident is a government scheme. It encourages employers to recruit and retain disabled people and those with long term health conditions.

We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles. Oxford University Hospital promotes a safe, respectful hiring environment.