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Job summary

Main area
Administrative Services
Band 4
Fixed term: 2 years (n/a)
Full time - 37.5 hours per week
Job ref
Oxford University Hospitals NHS Foundation Trust
Employer type
Trac jobs
£22,549 - £24,882 Per annum, Pro Rata
Salary period
16/10/2021 23:59

Employer heading

Oxford University Hospitals NHS Foundation Trust logo

Patient Pathway Administrator

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 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.


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




Job Profile


Job Title                                Patient Pathway Administrator

Accountable To                  Patient Pathway Team Leader

Remuneration                     AfC Band 4

Tenure                                  Fixed Term 2 Years


  1. Job Summary


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 has responsibility for 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 the delivery of a comprehensive administrative service to a specialty team. This will involve providing a full administration service to the consultant team and taking responsibility for managing the whole patient pathway in line with the Trust Elective Access policy.


  1. Responsibilities:




  • Provide primary administrative support to named Consultant/s, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.


  • Use of the digital transcription system (Dictate IT) 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 7 working days from the point of clinical delivery / decision.


  • 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.


  • Support patients under the Clinicians care by administering where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week Referral to treatment (RTT) pathway.


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


  • To assist the Patient Pathway Team Leader and the Patient Pathway Manager with the management of the Diagnostic Patient Tracking List (PTL).


  • Liaise with Inpatient Waiting List, Outpatient Booking and Cancer Access Teams to monitor the 18 week RTT pathway and Cancer Access Standards.


  • Working with the Service Manager and supported by the Patient Pathway Manager, be responsible for monitoring the 18 week pathway and Cancer targets for patients awaiting treatment.


  • To work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) and Cancer access targets, intervening where necessary to expedite appointments / surgery 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, in either paper or electronic record systems.


  • Follow the tracking procedure for the movement of all patient notes (Case Note Tracking).


  • Update patient details on EPR to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.


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


  • 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.




  • 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 via the NetCall service in a timely manner and action as appropriate.


  • Maintain patient confidentiality at all times.


  • Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 08:00 to 17:00.


  • On an as and when required basis, use the Trust IT systems (EPR, Dictate IT, PACS, Proton 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.


  • On an as and when required basis, take responsibility for all faxes received and distribute appropriately to the clinical and administrative staff within the service.


  • On an as and when required basis, assist with the processing of new referrals on Choose and Book/E-Referral System (eRS).


  • 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 Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade.


  1. Terms of Appointment


The appointment is substantive.


  1. Miscellaneous


This job description is an outline of the key tasks and responsibilities of the Patient Pathway Administrator and is not intended as an exhaustive list.  The job may change over time to reflect the changing needs of the Trust and its services as well as the personal development needs of the post-holder.  Any variation will be agreed in advance between the post-holder and the relevant manager as part of the continuing process of management review and development.



The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.


Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.


Staff should be familiar with the


  • Major Incident Policy
  • Fire Policy
  • Incident Reporting Policy


and should make themselves familiar with the ‘local response’ plan and their role within that response.



The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures.  This will be supported by the provision of training and specialist advice where required.



Infection Control is everyone’s responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trusts’ Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA.


All staff employed by the ORH Trust have the following key responsibilities:


  • Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and/or between each patient contact.
  • Staff members have a duty to attend mandatory infection control training provided for them by the Trust.
  • Staff members who develop an infection (other than common colds and illness) that may be transmittable to patients have a duty to contact Occupational Health.



The post holder will endeavour at all times to uphold the rights of children and young people in accordance with the UN Convention Rights of the Child.



The Trust is committed to safeguarding children and vulnerable adults throughout the organisation. As a member of the trust there is a duty to assist in protecting patients and their families from any form of harm when they are vulnerable.



All staff must complete annual information governance training. If you have a Trust email account this can be completed on-line, otherwise you must attend a classroom session. For further details, go to the Information Governance intranet site.



Data quality is a vital element of every member of staff’s job role. The Oxford Radcliffe Hospitals recognises the importance of information in the provision of patient care and in reporting on its performance. Data quality is therefore crucial in ensuring complete, timely and accurate information is available in support of patient care, clinical governance, performance management, service planning, and financial and resource planning and performance.

All staff should ensure that they have read and understood the Trust’s Data Quality Policy.




Band 4 Patient Pathway Administrator Person Specification


FACTORS – Essential


How Identified


GCSE or equivalent in English and Maths, grades A-C

Good knowledge of patient pathways

Understanding of patient priorities and performance targets

Thorough knowledge of healthcare administrative systems and processes



IT qualifications e.g. ECDL (obtained or working towards)

RSA 2/3




Experience and Skills

Experience of using a full range of IT/Patient data systems including;

Microsoft Office: Outlook, Word, Excel


Previous experience within the NHS/public sector

In-depth understanding of Medical Terminology appropriate to specialism Confidentiality and Data Protection Health and Safety Equality and Diversity


Willingness to develop computer technology skills

An understanding of the Trust’s Elective Access Policy

EPR Experience



Application form

Education and training


Specific aptitude and abilities

Accurate data entry, typing and checking skills

Pays attention to detail

Manages and interprets data correctly to inform decision making

Maintains high standards and quality of work

Contributes to service improvements and is solution focused

Completes tasks on time (accurately and to a high quality)

Organising, planning an prioritising skills

Follows instructions, adheres to organisational policies, protocols and procedures


Evidence of team working

Evidence of team building






practical examples


Interpersonal Skills / Communication Skills

A good team worker

Makes a positive contribution to effective multi-disciplinary team working

Supports others in their work

Takes responsibility for own actions, behaviours and achievement of work objectives and goals

Excellent customer care and communication

Ability to speak clearly and concisely

Ability to communicate effectively with people from diverse backgrounds

Ability to adapt communication style as required

Effective complaints handling

Appropriate assertiveness skills

Basic conflict resolution skills

Evidence of interacting with a wide range of people

Presentable, smart appearance


Interview/ references


Closing Date: 29th Sept 2021 23:59

Armed Forces CovenantFair Train work experience quality standard - gold standardApprenticeships logoNo smoking policyPositive about disabled peopleDisability confident employerArmed Forces Covenant (Silver Award)Embracing Equality Diversity Inclusion

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

Apply online now

Further details / informal visits contact

Leigh-Anne El-barhdadi
Job title
Patient Pathway Team Leader
Email address
Telephone number
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