Patient Pathway Administrator

Patient Pathway Administrator

Closing date: 01 July 2026.

This B4 administrative post will be based at the Trauma Unit - Horton General Hospital in Banbury.

The post holder will provide primary administrative support to consultants and clinicians, including booking follow up appointments, correspondence support and other administrative duties as directed by the Team Leader/ASM on a day to day basis. The role supports the patient journey, data quality and capacity utilisation.

Key responsibilities include:

• Demonstrate high levels of customer care, acting as an ambassador for patient service.
• Provide a robust administration function that underpins a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.
• Answer telephone calls in a timely manner and take appropriate action.
• Maintain patient confidentiality at all times.
• Support the Team Leader, Assistant Service Manager and Service Manager in investigating and resolving patient queries and complaints received directly or via PALS/Complaints Department.
• Book interpreters for patients prior to appointments and admissions as required.
• Liaise with Trauma Coordinators to ensure patient notes are coded accurately and promptly.
• Support and contribute to ongoing service development projects supporting continuous improvement.
• Perform any other duties as required to fulfil the objectives of the post.

Job responsibilities

Ensure appropriate follow up appointments are booked; if a patient cannot be booked within required time scales, let the Team Leader and consultant know. Respond to telephone queries and take clear messages. Use ScanIT to maintain electronic health records and the EPR. Follow the tracking procedure for all patient notes (Case Note Tracking). Update patient details on EPR, including discharge states. Actively use and manage work lists in Revenue Cycle to manage patients missing follow up and deferred lists. First point of contact for patients; liaise with referrers, patients and other parties to find solutions. Use EPR to add additional list capacity as directed by management and book patients as required.

Pathway Tracking - Undertake validation of the 18 week RTT PTLs and contribute to the validation of the cancer PTL where appropriate. Investigate incomplete pathways and take appropriate action to ensure clinical priority and breach dates are met. Maintain robust reporting on performance and waiting times. Ensure Trust systems are updated with patient pathway status and data quality is maintained. Liaise internally and externally to share pathway information and expedite patient journeys. Coordinate appointments and procedures at other hospitals and organisations.

Patient Pathway - Add additional list capacity on EPR as directed by management and book patients as required.

Qualifications

• GCSE or equivalent in English and Maths, grades A-C.
• NVQ or Apprenticeship in Customer Care or Business Administration.

Experience

• Previous NHS experience.
• Previous experience in a similar role.
• Good knowledge of patient pathways.
• EPR experience.
• Understanding of patient priorities and performance targets.
• Thorough knowledge of healthcare administrative systems and processes.
• Experience of effective waiting list management.

Skills

• Accurate data entry, typing and checking skills.
• Data interpretation to inform decision making.
• Good written and verbal communication.
• High standards and quality of work.
• Service improvement and solution focused.
• Adherence to policies, protocols and procedures.
• Organising, planning and prioritising.
• Team working.
• Interaction with a wide range of people.
• Basic conflict resolution.
• Willingness to develop computer technology skills.

Disclosure and Barring Service Check

This post requires a Disclosure and Barring Service check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.

Employer

Oxford University Hospitals NHS Foundation Trust.

Salary

£28,392 to £31,157 per annum (pro rata).