We are seeking to appoint a Patient Pathway Administrator to join our Paediatric Rheumatology team at the Nuffield Orthopaedic Hospital.
This post is crucial to the ongoing development of the services and would suit a candidate who has excellent organisational and communication skills. You will be expected to liaise with staff and colleagues at all levels. You should have the ability to prioritise and manage your own workload to tight deadlines. You will need to demonstrate initiative and flexibility in your approach and be able to work in a pressurised and busy environment.
Knowledge of the Trust's Electronic Patient Record System (EPR) and knowledge of elective access standards would be an advantage but not essential as training will be given. To attend to patients, colleagues and referrers to the service, both in person and on the telephone, promptly and courteously at all times and be a worthy front‑line representative of the high quality service.
Responsibilities
* To provide an efficient and effective clinical administration service to the department, consultants and designated medical staff. Be first point of contact for the consultants and clinical teams. Coordinate the workflows through the admin team to ensure consistency across the service.
* To work within an administrative team dedicated to quality and effective patient care and maintaining Trust policy on patient confidentiality.
* To work according to the administrative processes in place to support the delivery of Trust and national targets, especially with regards to the 18‑week pathway.
* Designated point of contact for the consultants and clinic teams. Have an overall view of all workflows in the admin team and be responsible for consistency across the service. Ensure robust processes are in place to provide an excellent cohesive service to both patients and colleagues.
* Work closely with each member of the admin team to understand their role and support them. Coordinate cover in times of leave and sickness to ensure service continuity. Escalate potential issues to the Administration Manager.
* Deal proactively and efficiently with telephone enquiries from patients, carers, GPs and other service users professionally, ensuring the caller’s needs are met or they are transferred to the most appropriate person.
* Understand the patient pathway and be responsible for managing follow‑up appointments and any other administration to ensure that patients are tracked effectively through their 18‑week pathway.
* Oversee the booking of clinic appointments for new patients through the Choose and Book directly bookable system, and liaise effectively with the Deputy Administration Manager regarding capacity issues.
* Manage all correspondence, and ensure that urgent matters are dealt with properly, taking appropriate action and ensuring that any paperwork is scanned promptly onto the patient’s electronic notes and forwarded to the appropriate person electronically so they can respond accordingly. Deal with outgoing mail with due care and attention to patient confidentiality.
* Oversee the transcription of clinic letters, general correspondence, reports, etc. using the digital dictation system and ensuring that all clinic letters are checked, any errors rectified, and printed and dispatched within identified deadlines.
* Ensure that all patient referrals received into the department are dealt with according to Trust processes, efficiently and effectively in a timely manner; that all details are registered and the referral letters are scanned promptly into the patient’s electronic notes.
* Regularly check future clinics, ensuring cover is agreed with the medical team, and overbooking or underbooking issues are proactively dealt with.
* Obtain the necessary diagnostic tests/hospital notes needed for clinics, as required.
* Understand the complaints procedure and use initiative to resolve complaints from patients and other individuals as far as possible. Be able to understand when to escalated concerns and facilitate formal response by Consultants.
About the Trust
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, the Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Values
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.
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 Hospital promotes a safe, respectful hiring environment.
Closing
This advert closes on Friday 16 Jan 2026.
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