Assistant Patient Pathway Administrator | Oxford University Hospitals NHS Foundation Trust

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 Patient Admin Coordinator in the delivery of a comprehensive administrative service to a specialty team. This will involve waiting list management for a speciality, in accordance with the Elective Access Policy, communicating appointment and admission related information to patients and carers and/or typing correspondence as appropriate.

1. Work alongside other non-clinical staff to provide robust administration that underpins the delivery of a high quality outpatient service and demonstrate high levels of patient care at all times.

2. Be flexible in your approach to work, particularly being willing to cover other job roles during periods of absence or high demand and work varying hours as required to ensure that the service maintains an adequate level of cover during core hours.

3. To actively participate in and support the induction and training of new members of staff within the team, as well as the implementation and development of new systems and processes to enhance the Dermatology service.

4. Attend Departmental meetings, training and your annual appraisal as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures

5. 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.

6. Perform any other duties appropriate to the grade and objective of the post as directed by the Outpatient Supervisor, Admin Team Leader or Unit Manager.

Oxford University Hospitals NHS Foundation Trustis 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 theOUH 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 theten 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.

1. Provide primary administrative support to all clinical staff, primarily consultants, and all patients under their care, including diary administration, correspondence support and other administrative duties as required.

2. Act as a first point of contact on the telephone and by email for patients, relatives, GPs and any other relevant agencies, answering or re-directing queries in a timely manner, as appropriate. Similarly, responding to queries from elsewhere in the Trust, for example, the Patient Contact Centre, and ensuring these agencies are informed of any changes to local processes.

3. Act as a first point of contact on reception to patients coming into the department. Check patients in to their appointments and help them by answering any queries that they might have. Reception shifts will include weekdays and weekends.

4. Provide a supporting role to the Patient Pathway Administrator/Secretary to help ensure the efficient administration of the service. To deputise for the Patient Pathway Administrator/Secretary in their absence due to annual leave or sickness absence.

5. Use Trust digital transcription systems to produce high-quality clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress within local and national target timeframes.

6. Open and prioritise incoming post, ensuring supporting information is available when appropriate. Take responsibility for ensuring urgent items are actioned in a timely manner, escalating to other clinical staff or admin team leader where required.

7. Likewise, ensure investigation results are reviewed by clinical staff in a timely manner.

8. Ensure all relevant patient information, including the referral, diagnostic results and other relevant correspondence, is available in a timely manner and filed in the patient’s medical records, liaising with other departments and healthcare organisations as required. Acknowledge the sensitive and complex nature of this information and uphold the highest standard of confidentiality at all times.

9. Maintain accurate and current filing systems and electronic databases. Ensure letters, clinical reports, diagnostic test results and other relevant correspondence are filed in the correct patient notes in a timely manner, including using the electronic patient record system (EPR).

10. Work closely with the wider administrative team and clinical staff to ensure patients are admitted within local and national access targets, expediting appointments and procedures as required. Assist the Unit Manager with managing patient tracking lists (PTL) by monitoring all elements of the patient pathway, including diagnostic investigation, correcting data quality issues and escalate any patients who cannot be seen within relevant Elective Access targets in a consistent and efficient manner.

11. Assist the Outpatient bookings team with processing new referrals via the GP e-Referral system (ERS), registering patients, making outpatient appointments and ensuring patient details are correct.

12. Support the Unit Manager in responding to any patient advice and liaison service queries (PALS) or formal complaints by collating background information and conducting audits as required.

This advert closes on Friday 22 May 2026

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