Assistant Patient Pathway Administrator

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

Job overview We are seeking an organised, self-motivated and approachable individual, who enjoys working in a challenging and busy environment, to join our friendly team in Respiratory as admin and clerical staff for a busy outpatient department.

The successful candidate will play a vital role in supporting the administration function of the service, supporting clinicians to deliver high quality patient care.

You will be responsible for managing all elements of the patient pathway in line with the Trust's Elective Access Policy. You will become familiar with different outpatient pathways and referral to treatment (RTT) status codes. You will work within the wider administrative team to proactively contribute to the ongoing development and improvement of the service.

We are looking for somebody with good interpersonal skills in oral and written communication, who is able to communicate in a professional manner across a range of services and professionals. Applicants should have a flexible approach to work, be able to work as part of the wider administrative team. You will be required to work independently and need to use your own initiative and should be confident using a computer.

You will develop interchangeable skills in a busy and friendly department with lots of exciting career development o opportunities.

Main duties of the job

• To participate in the Trust and the Department's protocols for appointments booked under the Directly Bookable system and to ensure that all referrals are available for clinic
• On a daily basis log onto the Choose and book national system and print off all the outstanding referrals, ensuring that all attached documents are searched for and uploaded to patients records.
• Distribute all referrals to the appropriate consultant or team member to triage. Ensuring that all referrals are received back within 24hrs.
• Update EPR and the E-Referral system as required when referrals are received back ensuring that patients are updated with the appropriate appointment details.
• Ensure that the E-Referral breach list is maintained on a daily basis and patients are contacted within 48hrs with an appointment date and time.
• Liaise closely with colleagues in all areas of the PAB (Patient Appointment Bureau), Clinical and administrative teams to ensure that all referrals are returned and actioned in a timely manner.

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. Find out more here

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 Excellenceand 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 theOUH YouTube channel .

Detailed job description and main responsibilities

• In accordance to trust targets ensure that all referrals received into the department are logged on to the Electronic Patient Record system (EPR) ensuring an accurate data set is enhanced and maintained.
• Review the PTL and breach list every week to ensure that all patients are booked within the trust target. Inform where necessary any patient that fails to achieve these targets eg through repeated cancellations or shortage of capacity. Liaise with consultants and clinical lead, Team Leader and clinical unit manager to resolve access issues and additional capacity.
• Make new and follow-up patient appointments on EPR following established procedures ensuring that patients receive the date, time and any other relevant information about their appointment
• To provide comprehensive appointments service for all traditionally booked clinics, ensuring that capacity is fully utilised, highlighting any problems to the Team Leader.
• To assist in facilitating cover for colleagues on annual leave and absence to ensure a continued level of service across the services

Person specification Essential/Desirabke Criteria

• Excellent interpersonal Skills
• Ability to work under pressure
• Experience of working with multi-skilled professionals
• Administrative Experience
• Previous experience working in a healthcare/NHS setting
• Experience of working with sensitive data in accordance to Data Protection policies.
• Competent user of the Electronic Patient Record System (EPR).

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 totheten core principles

Oxford University Hospitalspromotes 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.
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