The closing date is 28 May 2026
Patient Pathway Administrator - Vascular Surgery
Primary administrative support to consultants and clinicians, managing appointment bookings, correspondence, waiting list management, patient pathway validation, and other duties directed by the Team Leader/ASM within the Thames Valley Vascular Network.
Main Duties
* Demonstrate high levels of customer care and act as 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 take action as appropriate.
* Maintain patient confidentiality at all times.
* Be flexible in your approach to work, covering other job roles and varying working hours to ensure the service covers core hours 08:00–17:00.
* Support the Team Leader, Assistant Service Manager and Service Manager in investigating and resolving patient queries and complaints received directly to the service or via PALS/Complaints Department.
* Book interpreters for patients prior to appointments and admissions as required.
* Liaise with clinical coders to ensure patient notes are available for accurate and prompt coding.
* Support and contribute to ongoing and future service development projects supporting continuous improvement.
* Perform any other duties at the request of the Team Leader/Assistant Service Manager/Service Manager appropriate to the grade.
Job Responsibilities
* Ensure appropriate follow-up appointments are booked and, if patient cannot be booked within required time scales, escalated to Team Leader and consultant.
* Respond to telephone queries and pass clear messages to relevant staff for prompt action.
* Use Scan IT to maintain electronic health records and scan paper records to EPR in a timely manner.
* Ensure accurate filing of paper notes and records; follow tracking procedure for movement of all patient notes.
* Update patient details on EPR, ensuring patients requiring discharge are processed accordingly.
* Actively use and manage work lists in Revenue Cycle for managing patients missing follow-up and deferred patient lists.
* Act as first point of contact for patients entering the department; ensure adequate reception cover.
* Admit and discharge patients to the ward as required.
* Act on queries from referrers, patients, and other parties in liaison with clinical staff, providing reassurance and solutions.
* Actively review patient DNAs, liaise with clinical staff, and reschedule appointments as per local processes.
* Manage and add list capacity on EPR as directed by management.
* Book patients as required.
* Track and manage patient pathways according to 18‑week referral‑to‑treatment rules, cancer waiting targets, and screening wait times; use Elective Access Policy to proactively manage all pathways.
* Validate 18‑week RTT PTLs and contribute to cancer PTL validation where appropriate.
* Investigate incomplete pathways, take appropriate action, report performance and waiting times, and escalates issues to the Patient Pathway Team Leader/ASM.
* Book in clinical priority and breach date order while monitoring lists to prevent target breaches.
* Recognise cancer care pathway patients and link with MDT Coordinator/Tracker; ensure active management through diagnosis and treatment.
* Maintain data quality in Trust systems, ensuring accurate patient pathway status information.
* Coordinate appointments and procedures at other hospitals/organisations where pathways require external input.
* Ensure accurate information entered into EPR/Infoflex and other IT systems/databases.
* Work with external commissioners when required.
Person Specification
Qualifications
* GCSE or equivalent in English and Maths, grades A‑C
* NVQ or Apprenticeship in Customer Care or Business Administration
Experience
* Previous NHS experience
* Previous experience in a similar role
* Good knowledge of patient pathways
* Understanding of Elective Access Policy / Cancer waiting targets / Screening Programme targets
* In‑depth medical terminology appropriate to the specialism
* EPR experience
* Understanding of patient priorities and performance targets
* Thorough knowledge of healthcare administrative systems and processes
* Experience of effective waiting list management
Skills
* Accurate data entry, typing and checking skills
* Interpret data correctly to inform decision making
* Good written and verbal communication
* Maintains high standards and quality of work
* Contributes to service improvements and is solution‑focused
* Follows instructions, adheres to organisational policies, protocols and procedures
* Organising, planning and prioritising skills
* Evidence of good team working
* Evidence of interacting with a wide range of people
* Basic conflict resolution skills
* Willingness to develop computer technology skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check.
Employer
Oxford University Hospitals NHS Foundation Trust
£28,392 to £31,157 a year (Per Annum / Pro Rata)
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