Neurosurgery Pathway Administrator

Neurosurgery Pathway Administrator

The closing date is 01 July 2026.

We are seeking to appoint a Pathway Administrator to join our friendly team in the Neurosurgery Administration department at the John Radcliffe Hospital. The post involves dealing with telephone queries, face to face queries, ensuring the smooth running of the department, monitoring the patient pathway and providing full administrative support to Consultants and their teams.

Training and support will be given by the team.

• Designated point of contact for the consultants and clinic teams. To have an overview of all workflows in the admin team and to be responsible for consistency across the service. To ensure robust processes are in place to provide an excellent cohesive service to both patients and colleagues.
• To work closely with each member of the admin team to understand their role and support them. Coordinate cover in times of leave and sick to ensure service continuity. To elevate potential issues to the Assistant Service Manager.
• To deal proactively and efficiently with telephone enquiries from patients, carers, GPs and other service users professionally, ensuring possible that the callers needs are met or they are transferred to the most appropriate person.
• To understand the patient pathway and be responsible for managing new and follow up appointments and any other administration to ensure that patients are tracked effectively through their 18-week pathway.
• To actively manage and maintain the 18 week RTT pathway by completing monthly validation and monitoring the outpatient and inpatient PTL.
• To oversee the booking of clinic appointments for new patients through the ERS directly bookable system, and liaise effectively with the Assistant Service Manager with regard to capacity issues.
• To manage all correspondence, and to ensure that urgent matters are dealt with properly. Taking appropriate action and ensuring that any paperwork is scanned promptly onto the patients electronic notes and forwarded to the appropriate person electronically so they can respond accordingly. Deal with outgoing mail with due care and attention to patient confidentiality.
• To oversee the transcription of clinic letters, general correspondence, reports, etc. ensuring that all clinic letters are checked, any errors rectified, and dispatched within identified deadlines.
• To ensure that all patient referrals received into the department are dealt with according to Trust processes, efficiently and effectively in a timely manner; that all details are registered and the referral letters are scanned promptly into the patients electronic notes.
• To regularly check future clinics, ensuring cover is agreed with the medical team, and under or overbooking issues are proactively dealt with.
• To obtain the necessary diagnostic tests/hospital notes needed for clinics, as required.
• To understand the complaints procedure and use initiative to resolve complaints from patients and other individuals as far as possible. Be able to understand when to elevate concerns and facilitate formal response by Consultants.
• To liaise as necessary with the Assistant Service Manager to ensure effective clinic management, when clinics need to be cancelled or closed, patients need to be informed of changes and new appointments provided to patients.
• Any other duties as from time to time as requested by the Assistant Service Manager.

• Competence in use of various computer software packages.
• EPR trained (Training available).

• Previous experience within an administrative role.
• Previous NHS experience.

• Ability to work as part of a team.
• Familiarity with NHS performance targets.

• Experience of dealing with stressed/upset individuals in an empathetic manner.
• Evidence of interacting with a wide range of people.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Oxford University Hospitals NHS Foundation Trust

£28,392 to £31,157 a year (pro rata)

There has been a national announcement that COVID‑19 vaccinations will be mandatory for all patient‑facing staff from 1 April 2022. This role could be affected by this, we therefore urge all applicants to consider this before applying. Patient‑facing staff who have not had both vaccinations by 1 April 2022 will not be able to continue in their role.