Job summary
- Main area
- Trauma
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 321-TP-8048195-B4
- Employer
- Oxford University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Horton General Hospital
- Town
- Banbury
- Salary
- £28,392 - £31,157 Per Annum / Pro Rata
- Salary period
- Yearly
- Closing
- 01/07/2026 23:59
Employer heading
Patient Pathway Administrator
NHS AfC: Band 4
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.
Many of our recruitment programmes use Value Based Interviewing to 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
This B4 administrative post will be based at the Trauma Unit - Horton General Hospital in Banbury.
The post holder will be expected to provide primary administrative support to the consultants and clinicians, including booking follow up appointments, correspondence support and other administrative duties as required and as directed by the Team leader/ASM on a day-to-day basis according to service.
Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources.
The post holder is required to assist in the provision of a professional, comprehensive, and efficient administrative service, which is effectively delivered to all patients and members of the department. This will be through supporting the clinical and administrative teams in the delivery of a comprehensive administrative service. This will involve waiting list management and validation of pathways for a speciality, in accordance with the Elective Access Policy, current RTT targets, communicating appointment and admission related information to patients and carers and/or typing correspondence as appropriate.
Main duties of the job
• Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
• 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.
• Answer all telephone calls in a timely manner and action as appropriate.
• Maintain patient confidentiality at all times.
• Support the Team Leader, Assistant Service Manager and Service Manager in the investigation and resolution of patient queries and complaints received direct to the service or via PALS / Complaints Department.
• Book interpreters for patients prior to appointments and admissions as and when required.
• Liaise with Trauma CoOrdinators to ensure patient notes are available so that all patient episodes are coded accurately and promptly.
• To support and contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
• Any other duties at the request of the Team Leader / Assistant Service Manager / Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade
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 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.
Detailed job description and main responsibilities
• Ensure appropriate follow up appointments are booked and escalate to Team Leader and consultant if patient cannot be booked within required time scales.
• Respond to telephone queries coming into the department, taking clear messages to pass to relevant staff to ensure requests are actioned promptly.
• Using Scan IT ensure that electronic health records filing is maintained at an extremely high standard, with timely scanning of paper records on to EPR as required.
• Follow the tracking procedure for the movement of all patient notes (Case Note Tracking).
• On an as and when required basis, update patient details on EPR to include ensuring patients that require discharge are processed accordingly.
• Actively use and manage the work lists in Revenue Cycle to manage Patients Missing Follow Up and Deferred patient lists
• Act as the first point of contact for patients coming into the department.
• 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.
• Book interpreters for patients prior to appointments and admissions as and when required.
• Adding additional list capacity on EPR as directed by management.
• 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 and take appropriate action where pathways are incomplete to ensure that patients are treated in clinical priority and breach date
order and that reporting on performance and waiting times is robust.
• Ensure Trust systems are updated with patient pathway status information and that data quality is maintained.
• Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where needed.
• Co-ordinate appointments and procedures at others hospitals and organisations, where the pathway requires input from these.
• Ensure accurate information is added to EPR and other internal and external IT systems and databases, as required.
Patient Pathway
• Adding additional list capacity on EPR as directed by management.
• Book patients as required.
Person specification
Qualifications
Essential criteria
- GCSE or equivalent in English and Maths, grades A-C
Desirable criteria
- NVQ or Apprenticeship in Customer Care or Business Administration
Experience
Essential criteria
- Previous NHS experience
- Previous experience in a similar role
- Good knowledge of patient pathways
Desirable criteria
- EPR Experience
- Understanding of patient priorities and performance targets
- Thorough knowledge of healthcare administrative systems and processes
- Experience of effective waiting list management
Skills
Essential criteria
- Accurate data entry, typing and checking skills
- Manages and interprets data correctly to inform decision making
- Good communication - both written and verbal
- Maintains high standards and quality of work
- Contributes to service improvements and is solution focused
- Follows instructions, adheres to organisational policies, protocols, and procedure
- Organising, planning a prioritising skill
Desirable criteria
- Evidence of good team working
- Evidence of interacting with a wide range of people
- Appropriate assertiveness skills
- Basic conflict resolution skills
- Willingness to develop computer technology skills
Employer certification / accreditation badges
Applicant requirements
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
Documents to download
Further details / informal visits contact
- Name
- Louise Cohen
- Job title
- Patient Pathway Team Leader
- Email address
- [email protected]
- Telephone number
- 01865 220231
List jobs with Oxford University Hospitals NHS Foundation Trust in Administrative Services or all sectors