Administrative Assistant
- Employer
- Oxford University Hospitals NHS Foundation Trust
- Location
- Headington, Oxford, OX3 9DU
- Contract
- Fixed-Term
- Posted
- 12 October 2026
- Closing date
- 23 October 2026
Role overview
This is a 12-month fixed-term Band 3 Administrative Assistant post providing maternity leave cover within the Psychological Medicine Service. The post is 18 hours per week, Monday, Thursday & Friday 9am - 3:30pm.
The role is responsible for delivering a comprehensive, professional and efficient administrative service that supports clinicians and the wider multidisciplinary team in providing high-quality patient care. The post holder will manage patient administration throughout the patient pathway, including appointment booking, referral processing, reception duties, Electronic Patient Record (EPR) management, production of clinical correspondence, maintenance of accurate patient records, and supporting compliance with Trust and national performance standards.
The role is fundamental to ensuring the smooth day-to-day operation of the service and maintaining a positive patient experience. "This is a 12-month fixed-term Band 3 Administrative Assistant post providing maternity leave cover within the Psychological Medicine Service. The post is 18 hours per week, Monday, Thursday & Friday 9am - 3:30pm" Provide a comprehensive administrative service to support the Psychological Medicine Service and multidisciplinary team.
Manage patient pathways by processing referrals, booking appointments and maintaining accurate patient records using the Trust's Electronic Patient Record (EPR) systems. Provide reception cover, acting as the first point of contact for patients and visitors, delivering a professional and compassionate service.
Produce and process clinical correspondence using digital transcription systems, ensuring Trust timescales and quality standards are met. Monitor and manage shared email inboxes, process incoming correspondence and respond to patient, referrer and stakeholder enquiries promptly and appropriately.
Support Referral to Treatment (RTT) pathways by ensuring accurate data entry, clinic preparation, patient check-in/check-out and clinic cash-up processes. Maintain high standards of data quality, confidentiality and customer service while supporting the smooth day-to-day running of the department.
Show full NHS role information
Work collaboratively with clinical and administrative colleagues, contributing to service improvement initiatives and providing flexible administrative support to ensure continuity of patient care MAIN PURPOSE OF POST: Patient administration underpins the patient journey and supports the clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports the management team to deliver a high standard of data quality by making the best use of capacity and resources.
The post holder is responsible for the delivery of a professional, comprehensive and efficient administrative service to support the delivery of high quality clinical services under the supervision of the Senior Administrator. 6.
To monitor the shared e-mail inbox, taking responsibility for forwarding emails, creating encounters and uploading referrals to EPR for triaging and forwarding to relevant consultant through the EPR Message Centre. 7.
To ensure appointments are booked into the appropriate clinic appointment slots in line with the Trusts Elective Access Policy and local Standard Operating Procedures in order to meet national RTT Standards, and following the appropriate escalation process to highlight problems to the Assistant Service Manager and / or the Operational Service Manager when in need of assistance. 8.
Use of the digital transcription system (Voice Recognition) to produce clinical correspondence to inform referrers, patients and other stakeholders of patient pathway progress. In doing so, produce high quality accurate correspondence which conforms to the Trust Key Performance Indicator of 7 working days from the point of clinical delivery/decision to being sent to the patient.
9. Liaising with referrers to ensure effective pathway management and to maintain good working relationships with stakeholders.
10. Become proficient in the use of Scan IT software to ensure letters, clinical reports, diagnostic test results and other notes are uploaded and filed correctly in patient records on EPR.
11. Check in patients attending for their Psychological Medicine appointment, checking demographic information such as name and date of birth are correctly recorded in EPR and updating with changes and corrections.
12. Check out patients from their appointment, following the instructions on the outcome form to ensure the correct RTT status code is recorded.
13. Cache up clinics regularly to ensure revenue is accurately captured.
14. Complete the e-clinic-prep process to ensure relevant documentation is present on EPR for patient appointments.
15. Follow the HIM tracking procedure for the movement of all paper patient notes.
16. Act upon queries from referrers, patients and other stakeholders in a timely manner.
Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems. 17.
Escalate any problems arising to Assistant Service Manager or Operational Service Manager in a timely manner so they can be dealt with quickly and efficiently.