Patient Pathway Administrator

Main area Spine Grade NHS AfC: Band 4 Contract Fixed term: 12 months (12 months from the start of the contract) Hours Full time - 37.5 hours per week (Working from the office is required) Job ref 321-NOTSS B4

Site Nuffield Orthopaedic Centre Town Oxford Salary per annum pro rata Closing 20/01/:59

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country, providing a wide range of general and specialist clinical services. The Trust comprises four hospitals: John Radcliffe Hospital, Churchill Hospital, Nuffield Orthopaedic Centre in Headington and 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.

We are seeking to appoint a full time B4 Patient Pathway Administrator to join our friendly Spinal Surgery team working across the Nuffield Orthopaedic Centre and John Radcliffe Hospital sites. Please note the post holder will be required to work from the office at least 4 days per week.

• To be a designated point of contact for the Consultants and clinic teams, alongside another Patient Pathway Administrators for the Spinal Surgery Team.
• To provide a full administration service to the Consultant team and taking responsibility for managing the whole patient pathway in line with the Elective Access policy.
• To work closely with all staff in the service to ensure compliance with 18 week referral to treatment (RTT) targets, intervening where necessary to expedite appointments / surgery to avoid breaches.
• Support patients under the Clinicians care by administering where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week RTT pathway.
• To have an overview of all workflows in the admin team and to be responsible for proving 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.
• To cover in times of leave and sick to ensure service continuity.
• To escalated potential issues to the Line Manager and or Service 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.
• Ensure Electronic Patient Records (EPR) and other patient databases are up to date and accurate, with relevant correspondence attached and clinic outcomes recorded.
• 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.
• To deal with outgoing mail and communication with due care and attention to patient confidentiality.
• To provide administration service for our outpatient clinics and theatre bookings and to ensure that under or over-booking issues are proactively dealt with.
• To ensure appointments and surgeries are scheduled for each patient to ensure service maintains effective clinic and elective activity throughout the year. Highlighting to the Line Manager and/or the Clinical Team and/or Service Manager when clinics and or surgeries need to be cancelled or closed, ensuring patients are informed of changes and new appointments provided.
• Maintain databases, extract data from EPR and run reports for sharing with the wider team, as and when required.

• MS office and applications (including Word, Excel and Outlook)
• Previous experience within the NHS/public sector

• GCSE or equivalent in English and Maths, grades A-C

• Makes a positive contribution to effective multi-disciplinary team working
• Excellent customer care and communication
• Ability to adapt communication style as required

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.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

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.