Theatre Booking Officer

Transformation Unit; Oxford; Hybrid; GBP 28,000 - 31,000; Part time

Job summary

Oxford University Hospitals NHS Foundation Trust is recruiting a Theatre Booking Officer (NHS AfC Band 4) in Oxford. This part-time role (30 hours per week) sits within Specialist Surgery and supports the Theatre Booking team and consultants to deliver timely, safe patient pathways and accurate administrative processes.

You will monitor RTT and cancer targets, manage patient pathways, maintain data quality, and contribute to service improvement.

Qualifications

• Understanding of inpatient processes
• Understanding of PTL and patient pathways
• Basic understanding of Trust values
• Knowledge of Revenue Cycle, EPR, Powerchart

Responsibilities

• Monitor access targets: RTT and cancer targets for patients awaiting treatment.
• Assist the Team Leader and Patient Pathway Manager with the management and maintenance of the Diagnostic Patient Tracking List (PTL).
• Coordinate pathway coordination and intervention to ensure RTT and cancer targets are met and prevent breaches.
• Demonstrate high standards of customer care and act as an ambassador for patient-centered service.
• Support ongoing service development projects and participate in continuous improvement activities.

Tools

Powerchart

Job description

Main area Admin Grade NHS AfC: Band 4 Contract Permanent Hours Part time - 30 hours per week (There are two, newly created positions, available) Job ref 321-TP-8059228-B4

Employer Oxford University Hospitals NHS Foundation Trust Employer type NHS Site John Radcliffe Hospital Town Oxford Salary £28,392 - £31,157 Per annum pro rata Salary period Yearly Closing 27/10/2026 23:59

Theatre Booking Officer

NHS AfC: Band 4

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 visit www.ouh.nhs.uk/about/vision-and-values

Job overview

Within Specialist Surgery, patient administration forms a critical foundation for the entire patient journey, ensuring that care is delivered in a timely, coordinated, and seamless manner. Robust administrative processes enable clinical teams to provide high‑quality, safe, and effective care, while also contributing significantly to the overall patient experience.

Furthermore, effective and efficient patient administration is essential to strong operational management. By upholding high standards of data quality and ensuring the optimal use of theatrecapacity and resources, administrative functions support informed decision‑making, enhance service performance, and contribute to the delivery of consistently high standards of care.

Main duties of the job

Role Purpose

The post holder will provide a professional, comprehensive, and efficient administrative service to support the effective functioning of the Specialist Surgery Department. This includes delivering a high‑quality administrative service to the Specialist Surgery Theatre Booking team and ensuring that all administrative processes run smoothly and to a consistently high standard.

Key Responsibilities

Provide a full administrative service to the Theatre Booking team and associated Consultants, ensuring all tasks are completed accurately and within required timeframes.

Support the end‑to‑end management of patient pathways, ensuring all administrative actions comply with the Trust’s Elective Access Policy.

Maintain high standards of data quality, ensuring patient information is accurate, up to date, and processed in a timely manner.

Contribute to the delivery of timely, safe, and well‑coordinated patient care by ensuring administrative processes effectively support clinical and operational team

Code for internal use only: YBZ8W6S

Working for our organisation

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 .

Detailed job description and main responsibilities

Role Purpose

The post holder is responsible for monitoring and managing patient pathways to ensure timely access to treatment and compliance with national targets. This role provides a professional, comprehensive, and efficient administrative service to the Specialist Surgery Theatre Booking team and associated Consultants, supporting the delivery of safe, well‑coordinated patient care in line with the Trust’s Elective Access Policy.

Key Responsibilities

• Monitor access targets: Monitor the 18‑week Referral to Treatment (RTT) pathway and cancer access targets for patients awaiting treatment, identifying and escalating risks of breaches.
• Support PTL management: Assist the Team Leader and Patient Pathway Manager with the management and maintenance of the Diagnostic Patient Tracking List (PTL).
• Pathway coordination and intervention: Work closely with clinical and administrative staff across the service to ensure compliance with RTT and cancer access targets, proactively intervening to expedite appointments or surgery where required to prevent breaches.
• Customer care and representation: Demonstrate consistently high standards of customer care and act as an ambassador for patient‑centred service across the Trust.
• Service improvement and project support: Support and contribute to ongoing and future service development projects, participating in continuous improvement activities to enhance the quality and efficiency of administrative processes.

Duties and Outcomes

• Maintain accurate, up‑to‑date records and data to support performance reporting and operational decision‑making.
• Produce regular reports and updates on RTT and cancer performance for the Patient Pathway Team Leader and Patient Pathway Manager.
• Coordinate with booking teams, clinical staff, and external providers to secure timely diagnostic tests, outpatient appointments, and theatre slots.
• Escalate capacity or scheduling issues promptly and follow agreed escalation pathways to mitigate patient harm and target breaches.
• Participate in audits, service reviews, and project workstreams aimed at improving patient flow and administrative efficiency.

Performance Measures

• Compliance with 18‑week RTT and cancer access targets.
• Accuracy and timeliness of PTL and patient pathway records.
• Reduction in avoidable breaches through timely interventions.

Working Relationships

• Reports to: Waiting List Team Leader / Patient Pathway Manager.
• Works closely with: Consultants, Theatre Booking team, Clinical Nurse Specialists, Outpatient Booking, Diagnostics, and wider administrative teams.

Person specification

See below

• Understanding of inpatient processes
• Understanding of PTL
• Basic understanding of Trust values
• Knowledge of Revenue Cycle, EPR, Powerchart

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 tothe ten core principles

Oxford University Hospital s promotes a safe, respectful hiring environment.

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.

No unsolicited recruitment agency telephone calls or emails.

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.

Name Jenny Job title Waiting List Team Leader to Specialist Surgery Email address [e-mail] Telephone number 01865 220328