Assistant Patient Pathway Administrator


Company:	NHS Jobs
Salary:	£25,760 - £27,476
Hours:	Full-time
Location:	Oxford, OX3 7LE
Job type:	Permanent
Posting date:	26 Aug 2026
Closing date:	7 Sept 2026

Apply for this job

Summary

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.

Apply for this job