The Assistant Patient Pathway Administrator provides administrative support to ensure patient pathways are managed accurately and efficiently. The role involves booking appointments, maintaining waiting lists, updating patient records, and responding to patient and clinician enquiries using Trust IT systems. Working under supervision, the postholder supports compliance with national access standards and contributes to the smooth delivery of outpatient, diagnostic and treatment services.
Support the administration and tracking of patient pathways to ensure timely progression in line with national access standards (including RTT and cancer where applicable).Book, reschedule and cancel outpatient, diagnostic and treatment appointments using Trust patient administration systems. Maintain accurate and up‑to‑date patient records, including outcomes, clinic decisions and correspondence. Manage waiting lists and support validation activities to ensure data quality and performance compliance. Act as a point of contact for patients, clinicians and internal teams, responding to queries in a professional and patient‑focused manner. Process referrals, clinic outcome forms and related documentation in accordance with local procedures. Escalate pathway delays, breaches or data issues to senior administrators or team leads as appropriate. Adhere to Trust policies on confidentiality, data protection and information governance. Support colleagues and contribute to the smooth running of the administrative service.
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 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 .
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 s promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.
OXFORD UNIVERSITY HOSPITALS NHS TRUST
JOB DESCRIPTION
JOB TITLE:
Assistant Patient Pathway Administrator / Assistant Medical Secretary
GRADE:
Band 3
DEPARTMENT:
RESPONSIBLE TO:
General Surgery
Administration Manager and Medical Secretary.
ACCOUNTABLE TO:
Administration Manager.
MAIN PURPOSE OF POST:
To assist in the provision of a professional, comprehensive and efficient secretarial service which is effectively delivered to all patients and members of the Department.
RESPONSIBILITIES:
1. Use of the digital transcription service as part of the letter generation process to type letters from the outpatient clinic attendance, Pre-Operative Assessment Clinic attendances, and Ward discharges as required.
2. Receiving and taking relevant action on telephone calls from patients, General Practitioners etc. Providing reassurance and support to patients and families by telephone and making judgements about finding appropriate solutions to problems, which requires the ability to be able to understand and explain basic medical procedures.
3. Arranging investigations, ensuring that these have been performed, results received and seen by relevant clinician and filing/redirection of all investigation results as appropriate.
4. Preparing notes for clinics, including front sheets and referral letters and delivering the trolley to the Outpatient Department as necessary.
5. To maintain case note tracking on the Patient Administration System (EPR).
6. Updating patient details and viewing events using Patient Administration System (EPR). Registering patients and making up new case notes as necessary.
7. Ensure that case notes/X-rays/results are available for clinics and wards as appropriate. Ensure prompt location of case notes/X-rays/results to enable the surgeons to respond to correspondence/telephone calls received.
8. Ensuring that clinic letters are sent out promptly to General Practitioners.
9. To liaise with other departments as required.
10. Filing of all correspondence and results in hospital notes whether in the office or elsewhere, including Medical Records at the John Radcliffe Hospital.
11. To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.
12. Any other duties as directed by the Administration Manager / Medical Secretary.
This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.
RISK MANAGEMENT
The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.
Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.
Staff should be familiar with the
Major Incident Policy
Fire Policy
and should make themselves familiar with the ‘local response’ plan and their role within that response.
RESPONSIBILITIES FOR HEALTH & SAFETY
The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required.
OXFORD UNIVERSITY HOSPITALS NHS TRUST
PERSON SPECIFICATION
JOB TITLE: Assistant Medical Secretary
GRADE: Band 3
DEPARTMENT: General Surgery
Attainments:
Essential:
Desirable:
Education/Qualifications
Good general level of education (e.g. 5 GCSEs grade C or above or equivalent)
EPR trained
ECDL
Experience
Previous admin/secretarial experience
Up-to-date experience of MS Office
Excellent communication skills both written and verbal.
Audiotyping
Previous experience within the NHS/public sector.
Digital transcription experience.
Knowledge of medical terminology.
Special skills/aptitudes
Ability to prioritise.
Ability to work independently, but also as a member of a team.
Flexible approach.
Evidence of team working.
Personal Qualities
Excellent interpersonal skills.
Ability to communicate effectively with individuals at all levels.
Able to demonstrate initiative.
Ability to cope effectively under pressure.
Accurate attention to detail.
Ability to work to tight deadlines and prioritise own workload.
