Oxford University Hospitals NHS Foundation Trust
Outpatient Booking Officer
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Plastic Surgery – Elective Administration Assistant
Specialist Surgery Directorate, Oxford University Hospitals NHS Foundation Trust
We are seeking a pro-active, motivated individual who thrives in a fast-paced, high-pressure environment within NHS Plastic Surgery. The ideal candidate will have NHS experience, an understanding of the 18-week patient pathway, and excellent communication, organisational, and teamwork skills.
The successful candidate will be a key player in ensuring timely, high-quality care through efficient appointment booking, referral management, and patient tracking.
Key Responsibilities
Appointment & Referral Coordination
- Book new patient appointments strictly by priority and date order
- Ensure referrals submitted to the Electronic Referral System (ERS) are clinically triaged within 48 hours
- Upload and upload referrals for clinical triage in compliance with NHS 18-week Wait Pathway and Elective Access Policy
- Assign appointment dates based on clinical need and patient wait list positions
- Lodge ASI (Additional Surgical Intervention) list patients and manage rescheduling
Electronic Patient Record (EPR) Management
- Maintain accurate and comprehensive patient records and clinical details:
- Add outpatient referrals in a timely manner, adhering to Trust EPR guidelines
- Update EPR to reflect correct 18-week RTT pathway status before any changes
- Record clinic session schedules and clinician annual leave changes to ensure effective service continuity
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Patient Tracking & Outreach
- Lead management of Outpatient Patient Tracking Lists (PTL), including weekly PTL meetings with senior teams
- Maximise elective capacity by resolving cancellations proactively
- Reassign slots or arrange alternative clinics for patients or clinicians with cancellations
- Collaborate with colleagues to mitigate backlog and disruptions
Continuous Improvement & Support
- Support the development of elective administration processes within the Trust
- Contribute to quality assurance by upholding data accuracy and Elective Access Policy compliance
Person Specification: What We’re Looking For
Education & Experience
- Previous NHS experience is essential, particularly within clinical pathways or administrative roles
- Knowledge of 18-week NHS wait target and elective care delivery preferred
- Familiarity with EPR systems or electronic patient management tools
Skills & Attributes
- Excellent organisational skills for managing high referral volumes under tight deadlines
- Exceptional customer service orientation to support positive patient experiences
- Strong communication (verbal and written) with clinicians, administrative staff, and frontline teams
- Ability to work under pressure in a time-constrainted environment
- Proficiency in Microsoft Office Suite (or equivalent NHS systems) – training provided
- Self-motivated, solution-ready, and a team player
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About the Organisation
Oxford University Hospitals NHS FT is a leading NHS teaching trust, offering specialist clinical services and clinical education backed by cutting-edge research. Our hospitals—John Radcliffe, Churchill, Nuffield Orthopaedic, and Horton General—deliver a patient-first approach based on six core values: com-passion, re-spect, lea-arning, dela-verence, impr-ovement, and excelle-nce.
As signatories of NHS England’s Sexual Safety Charter, we uphold zero tolerance for inappropriate behaviours. Our commitment to the principles ensures a respectful and safe working environment.
Contact for Applications
For further details or to arrange an informal visit: Ashleigh Cox (Clinical Team Leader, Plastic Surgery)
At Oxford University Hospitals NHS FT, you can make a real difference while upholding the highest care standards.
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