Theatre Booking Officer

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 26,000 - 36,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking an administrative professional to support the Specialist Surgery Theatre Booking team and Consultants. The role focuses on delivering a comprehensive administrative service, coordinating patient pathways, and maintaining accurate data for performance reporting.

You will monitor 18-week RTT and cancer access targets, assist with PTL management, and work with clinical staff to ensure timely appointments and theatre slots, contributing to

Qualifications

• Knowledge of PTL and RTT pathways
• Understanding of inpatient processes and hospital data
• Awareness of Trust values and patient-centred care

Responsibilities

• Provide a full administrative service to the Theatre Booking team and Consultants
• Support end-to-end management of patient pathways per Elective Access Policy
• Maintain high standards of data quality and timely processing of patient information
• Monitor RTT and cancer access targets and escalate breaches
• Support PTL management with the Patient Pathway Manager
• Coordinate with booking teams, clinical staff and external providers to secure tests, appointments and theatre slots
• Escalate capacity or scheduling issues and mitigate patient harm
• Demonstrate high standards of customer care and act as patient-centred ambassador
• Participate in service improvement projects to enhance efficiency

Skills

PTL knowledge

Inpatient processes

Trust values understanding

Tools

Powerchart

EPR

Job description

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 theatre capacity and resources, administrative functions support informed decision-making, enhance service performance, and contribute to the delivery of consistently high standards of care., 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.,

• 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, 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.,
• 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.
• Positive patient feedback and adherence to Trust customer care standards.

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.
• 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.
• Understanding of inpatient processes.
• Understanding of PTL.
• Basic understanding of Trust values.

Desirable criteria

• Knowledge of Revenue Cycle, EPR, Powerchart.

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 this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

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 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.

Sexual Safety Charter:

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 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.