Transplant Admin Assistant

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

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a Transplant Admin Assistant to provide robust administrative support to clinical staff and patients. You will handle diary tasks, clinical correspondence, and maintain patient records, while ensuring confidentiality and timely communication across channels.

Key duties include using Trust IT systems, registering patients, and supporting departmental meetings.

Qualifications

• 1 year admin experience
• EPR experience

Responsibilities

• Provide administrative support to Consultants, clinical staff and patients, including diary administration and general admin duties.
• Use Trust digital transcription systems to produce clinical correspondence within 10 working days.
• Open and prioritise incoming post and action urgent items when staff are unavailable.
• Monitor urgent investigation requests to ensure timely processing.
• Support RTT targets and expedite appointments to avoid breaches.
• Maintain filing systems and update patient notes in paper or electronic records.
• Update patient details on EPR and departmental record systems.
• Coordinate patient notes requests from other hospitals when required.

Skills

1 year admin experience

EPR experience

Job description

Oxford University Hospitals NHS Foundation Trust

Transplant Admin Assistant

The closing date is 17 November 2026

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 out 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.

About us

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 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.

Job 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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Oxford University Hospitals NHS Foundation Trust

£25,760 to £27,476 a yearPer Annum / Pro Rata