Job vacancy: Patient Pathway Administrator, Oxford University Hospitals NHS Foundation Trust, Oxford

Job summary

Main area: Paediatric Surgery
Grade: NHS AfC: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 321-NOTSS-6285910-B4-PUB

Employer: Oxford University Hospitals NHS Foundation Trust
Employer type: NHS
Site: john radcliffe hospital
Town: Oxford
Salary: £25,147 - £27,596 PA
Salary period: Yearly
Closing: 16/07/2024 23:59

Patient Pathway Administrator

NHS AfC: 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 of 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 www.ouh.nhs.uk/about/vision-and-values

Detailed job description and main responsibilities

Designated point of contact for the consultants and clinic teams. To have an overview of all workflows in the admin team and to be responsible for consistency across the service. To make sure robust processes are in place to provide an excellent cohesive service to both patients and colleagues.
To work closely with each member of the admin team to understand their role and support them. Coordinate cover in times of leave and sick to ensure service continuity. To escalate potential issues to the Administration Manager.
To deal proactively and efficiently with telephone enquiries from patients, carers, GPs and other service users professionally, ensuring, where possible, that the caller’s needs are met or they are transferred to the most appropriate person.
To 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.
To 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 with regards
to capacity issues.
To manage all correspondence, and to ensure that urgent matters are dealt with properly. Taking appropriate action and ensuring that any paperwork is scanned promptly onto the patients’ 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.
To 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 are printed
and despatched within identified deadlines.
To 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 patients’ electronic notes.
To regularly check future clinics, ensuring cover is agreed with the medical team, and under or overbooking issues are proactively dealt with.
To obtain the necessary diagnostic tests/hospital notes needed for clinics, as required.
To 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 escalate concerns and facilitate
formal response by Consultants.

Person specification

Essential

Essential criteria

Administration experience

Desirable criteria

EPR knowledge

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment , we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Nursing and Midwifery: For candidates applying from outside the UK: Please be advised that we work in partnership with Envertiz who will be managing your recruitment therefore by applying you are consenting to us passing your contact details and application to Envertiz so they can manage your recruitment and on-boarding. If you do not consent to this, please do not apply.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.

No unsolicited recruitment agency telephone calls or emails.

Stonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name: Kelly Spriggle
Job title: Assistant Service Manager
Email address: [email protected]

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