Pathway Administrator

About the Trust

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 services across four hospitals: John Radcliffe Hospital, Churchill Hospital, Nuffield Orthopaedic Centre (Headington) and Horton General Hospital (Banbury).

Our Values

We call this "Delivering Compassionate Excellence". Our values of compassion, respect, learning, delivery, improvement and excellence guide all aspects of care and professional conduct.

Job Overview

We are seeking a Patient Pathway Administrator to join the Paediatric Rheumatology team at Nuffield Orthopaedic Hospital. The post is essential to the ongoing development of services and ideally suited to a candidate with excellent organisational and communication skills. The role requires prioritisation, workload management and initiative to work within a pressure filled and busy environment.

Main Duties

• Attend to patients, colleagues and referrers promptly and courteously, serving as a front line representative of the high quality service.
• Provide an efficient and effective clinical administration service to the department, consultants and designated medical staff, acting as first point of contact for the consultants and clinical teams.
• Coordinate workflows through the admin team to ensure consistency across the service, maintaining patient confidentiality and Trust policy.
• Support the delivery of Trust and national targets, especially the 18 week pathway, by following established administrative processes.
• Coordinate cover for administration staff during leave and illness, ensuring service continuity and escalating issues to the Administration Manager.
• Handle telephone enquiries from patients, carers, GPs and other service users professionally, ensuring callers' needs are met or they are transferred to the most appropriate person.
• Manage follow up appointments and other administrative tasks to track patients effectively through their 18 week pathway.
• Oversee booking of clinic appointments for new patients through the Choose and Book system, liaising with the Deputy Administration Manager regarding capacity issues.
• Manage all correspondence, ensuring urgent matters are dealt with promptly, paperwork is scanned into patients' electronic notes, and outgoing mail is handled with due care and patient confidentiality.
• Oversee the transcription of clinic letters, reports and general correspondence, ensuring all letters are checked, errors rectified, and printed or dispatched within identified deadlines.
• Ensure all patient referrals are dealt with according to Trust processes, registered and scanned immediately into electronic notes.
• Review future clinics, coordinating cover with the medical team and proactively handling over or undersubscription issues.
• Obtain necessary diagnostic tests and hospital notes required for clinics.
• Understand the complaints procedure and resolve complaints where possible, escalating concerns appropriately and facilitating formal responses by Consultants.

Person Specification Education / Qualifications

• Good general level of education (e.g. 5 GCSEs/BTEC grade C or above or equivalent) including Maths and English.
• IT qualifications or EPR training.

Experience

• Relevant administrative experience, including up to date proficiency with MS Office.
• Previous experience within NHS/public sector.

COVID 19

The COVID 19 vaccination remains the best way to protect you, your colleagues and patients. While vaccination is not a condition of employment, we strongly encourage staff to be vaccinated. Unvaccinated staff may find further guidance on the Oxfordshire County Council website.

Vacancy Closures

Please note that this vacancy may close early if a high volume of applications is received.

Probation Period

This post is subject to a 6 month probationary period. If you currently hold a contract of employment with OUH, this does not apply (the 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. Your first referee should be your line manager, supervisor or clinical lead from your current or most recent post or place of study. If you have previously worked for the Trust, we will require a reference from your last manager.

Next Steps

Review the job description and person specification, and ensure any supporting statement reflects these criteria. Candidates selected for interview will be contacted after the short listing process, usually within two weeks. The majority of correspondence will be via the e recruitment system; therefore, please check your emails regularly, including junk mail folders.

Disclosure and Barring Service

As postholder will have access to vulnerable people, this role is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020. A submission for Disclosure to the Disclosure and Barring Service will be required.

Departments and Services

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