Oxford University Hospitals NHS Foundation Trust

Patient Pathway Administrator - Centralised Recruitment

The closing date is 27 August 2025

Job summary

Oxford University Hospitals NHS FT are looking for a Patient Pathway Administrator in gynaecology to assist in the provision of a professional, comprehensive and effective administrative service to the Gastroenterology service.

The successful post holder will Work as part of a team to provide secretarial and clerical support for the unit as required. In addition, they will work to develop and maintain a high quality service, ensuring the service is effectively and efficiently delivered to all patients and colleagues.

Main duties of the job

Duties:

Ability to prioritise and organise own workload.
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.
Maintain an efficient administration system within the office in order to achieve high quality standards in a demanding and constantly changing environment.
Work flexibly, as necessary, to cover peaks and troughs of work across the department and to cross cover other members of the team when absences occur.
To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
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 7 working days.
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.
Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade as required from your line manager or the Directorate Management team.

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 2023NHS 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.

Date posted

13 August 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum/pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

321-SWO-7345394-B4

Job locations

John Radcliffe Hospital

Headley Way

Headington, Oxford

OX3 9DU

Job description

Job responsibilities

Administration

1. Review and despatch of clinical, administrative and general correspondence by digital transcription.

2. Ensuring that clinic letters are sent out promptly to General Practitioners.

3. Provide administrative support to Consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.

4. Ensuring investigations have been requested and tracking results with hospital notes to ensure appropriate action is carried out in a timely manner.

5. Proactively manage patient pathways on Electronic Patient Record (EPR) to ensure patient is on correct pathway and discharged when appropriate.

6. Use of Clinical Intranet for obtaining results as appropriate.

7. Use of EPR to search and amend patient records. Use of EPR to check appointments booked for patients as requested.

8. To ensure the units GP advice line is being actioned and to ensure charges are correctly processed.

9. Assisting with organisation of weekly MDT meetings, x-ray conferences, histology meetings and/or any other meetings that need administrative support.

10. Efficient and sometimes urgent despatch/delivery of hospital notes as requested.

11. Liaising with Medical Records to return and retrieve hospital notes as required.

12. Oversight of booking patients via telephone and updating the required systems.

13. Receiving telephone calls and emails from patients, General Practitioners and any other general enquiries and responding in a timely manner.

14. Close liaison with Outpatients Department to maintain smooth running of outpatient clinics and to keep department informed of any known changes to forthcoming clinics. When requested organizing and setting up of extra clinics and liaising closely with appointments staff, clinic staff and patients.

1. Close liaison with Endoscopy Department to maintain smooth running of endoscopy sessions and to keep department informed of any known changes to forthcoming sessions. When requested organizing and setting up of extra sessions and liaising closely with endoscopy staff, appointments staff and patients.

2. Liaising with other departments as required.

3. Filing of correspondence, results, hospital notes and any other general filing as required.

4. Organising of meetings/talks as requested by Consultants including preparation and circulation of information if needed.

5. Liaising with Consultants on their timetables and diaries.

6. Assisting with audits and databases as required.

7. General secretarial duties including photocopying, collating etc and any other duties as requested by the Admin Manager, Service Manager or Doctors.