Transplant Admin Assistant

OUH; Oxford; Hybrid; GBP 26,000 - 27,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking an administrative professional to support Renal Medicine consultants and patients. The role involves diary management, clinical correspondence, and close collaboration with clinical teams.

The post is full-time, 37.5 hours per week, with shifts 08:30-16:30 or 9-5. Salary is advertised as £25,760-£27,476 per annum, with NHS benefits and opportunities for development.

Qualifications

• 1 year admin experience.
• EPR experience preferred.

Responsibilities

• Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
• Use of the Trust digital transcription systems to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress, ensuring it is of high quality and sent within 10 working days.
• 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.
• Monitor urgent investigation requests to ensure they are processed appropriately.
• Work closely with all staff in the service to ensure compliance with 18 week RTT targets, escalating and expediting appointments 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.
• Update patient details on EPR and other Trust and departmental record systems.
• Ensure patients that require discharge are processed accordingly and the Patients Missing Follow Up List is updated.

Skills

Admin experience

EPR experience

Tools

EPR System

Job description

Main area Renal Medicine Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (08:30-16:30 or 9-5) Job ref 321-SW-8208037-B3-EXT

Site Churchill Hospital Town Oxford Salary £25,760 - £27,476 Per Annum / Pro Rata Salary period Yearly Closing 17/11/2026 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.

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

1. 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.

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

3. Maintain patient confidentiality at all times.

4. Use the Trust IT systems (for example EPR, Voice Recognition, SCANIT, etc.) to register patients, make up a set of patient notes, make outpatient appointments, produce end of treatment letters, ensure that details are correct, check in / check of outpatient appointments as instructed.

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

6. 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.

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

Main duties of the job

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

2. Use of the Trust digital transcription systems to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of sending out within 10 working days.

3. 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.

4. Monitor urgent investigation requests to ensure they are processed appropriately.

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

6. 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.

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

8. Ensure patients that require discharge are processed accordingly and the Patients Missing Follow Up List is updated.

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

12. 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

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 .

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 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.
Please note that you do not need to apply again if you have previously applied.

Detailed job description and main responsibilities

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

2. Use of the Trust digital transcription systems to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of sending out within 10 working days.

3. 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.

4. Monitor urgent investigation requests to ensure they are processed appropriately.

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

6. 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.

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

8. Ensure patients that require discharge are processed accordingly and the Patients Missing Follow Up List is updated.

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

12. 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

Person specification

Experience

• 1 year admin experience
• EPR experience

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 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.

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.

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.

Application numbers

Please note that this job advertisement will close automatically once the application limit is reached, regardless of whether this occurs before the advertised closing date.

Band 5 Nurse and Band 2 Healthcare Support Worker recruitment is centralised, meaning when you apply you will be considered for a number of roles across the Trust. If you have any questions please email: [e-mail] .

Vacancies with our PFI partners

Domestic / catering / portering services at the John Radcliffe Hospital are provided by Mitie.

Domestic / catering / portering / maintenance engineer services at the Churchill Hospital and Nuffield Orthopaedic Centre are provided by G4S.

Maintenance engineer services at the John Radcliffe Hospital are provided by Equans.

Fraudulent recruiters have been using social media platforms to dupe potential job seekers into divulging personal and financial information.

Sophisticated frauds, involving grooming of targeted individuals, shows the fake recruiter asking the unsuspecting job seeker to take part in a fake job interview, either over the phone or via WhatsApp, and also sending fraudulent follow-up correspondence offering job positions.
If you have any doubts about any correspondence around recruitment, please contact us.

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