# Outpatient Booking Officer > NHS job listing from Job Clerk for Oxford University Hospitals NHS Foundation Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/outpatient-booking-officer/3566b343-eb5c-4865-afe3-f40a21e877e8 - **Markdown:** https://www.jobclerk.com/job/outpatient-booking-officer/3566b343-eb5c-4865-afe3-f40a21e877e8.md ## Summary - **Status:** Live - **Employer:** Oxford University Hospitals NHS Foundation Trust - **Town:** Oxford - **Region:** South East - **Country:** England - **Profession:** Administrative and IT - **Grade:** Band 4 - **Salary:** £28,392 - £31,157 per annum pro rata - **Contract type:** Permanent - **Employment type:** Full time - 37.5 hours per week (Monday to Friday) - **Closing date:** 2026-07-09T23:59:00.000Z - **Posted:** 2026-06-25T16:43:04.732Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/Oxfordshire/Oxford/Oxford_University_Hospitals_NHS_Foundation_Trust/Outpatient_Booking_Officer/Outpatient_Booking_Officer-v8059122 - **Application URL:** https://apps.trac.jobs/job-advert/8059122?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.ouh.nhs.uk ## Job Content ### Job overview We are looking for a pro-active, motivated individual who enjoys working in a challenging and busy environment in Plastic Surgery within the Specialist Surgery Directorate.  The successful candidate will need to have experience of working in the NHS and knowledge of the 18-week wait Pathway.  Applicants should be well organised with excellent communicational skills and able to work well under pressure and be a key team player. The appointed candidate will be responsible for booking new patient appointments by priority and date order, uploading referral for clinical triage, pathway management for 18-week RTT and management of our Outpatient PTL (Patient Tracking List). The post is vital to the delivery of timely, consistent, high quality care for patients.   Computer literacy and good customer service skills are a must although full training will be given. ### Main duties of the job Main duties of the job - Ensure accurate and comprehensive patient records and clinical details including outpatient referrals are added onto EPR in a timely manner, according to agreed standards, (the Trusts’ Elective Access Policy and Data Quality). - Book appointments on EPR as per Trust procedures in line with the Trusts Elective Access Policy and ensure all referrals are clinically triaged within 48 hours. - Ensure that patients on ERS (Electronic Referral System) are given appointment dates in accordance with clinical priority and length of wait, and that patients on the ASI list are managed accordingly. - Ensure that the appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised. - Ensure that the patients’ 18 week RTT pathway is correct on EPR before undertaking any changes. - Be responsible for managing designated patient tracking lists (PTL) and attend weekly PTL meetings with the management teams. - To ensure all clinician annual leave and changes in outpatient sessions are accurately recorded - Take a lead to resolve clinic cancellation issues by communicating with colleagues and arranging cover or alternative clinics where required. - The post holder is expected to develop an understanding of the Trust Elective Access Policy and related procedures, and to make a positive contribution to the ongoing development of elective administration processes. Code for internal use only: YBZ8W6S ### Detailed job description and main responsibilities - All Consultants, clinicians and nurses are required to give a minimum 6 week notice period of any clinic alterations. Ensure that any requests outside this period are highlighted to the Team Leader. - Keep an accurate record of all Consultants, clinicians and nurses leave requests and detailed accounts of reasons for clinic cancellations. - Ensure that any clinic changes are actioned inline with local processes. - This role requires a high level of concentration to be maintained, precise, analytical, accurate detailed work and regular emotional effort when initiating and responding to patients on the telephone and via NetCall. - An understanding of medical terminology will be of benefit. - To receive and make telephone calls and take appropriate action/discussion with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature. - Maintaining filing system and other basic office duties. - The post holder must exercise judgement to analyse and resolve problems. - The post holder is required to work unsupervised and is expected to plan and organise his/her own time. - Provision of information and advice to patients and relatives about appointments, both new and follow up, exercising judgement when dealing with patient enquiries. - Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation. - Develop protocol for offering cancellation places to appropriate patients. - Will be asked to show flexibility should the need arise when providing cross-cover for other members of the Outpatient Booking teams during times of leave/sickness and when required. - Provide training to new staff under direction of the Team Leader. - Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients (in line with the Data Protection and Patient Confidentiality policies) - Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission.  With particular reference to Trust Health and Safety Policy notes. - Any other reasonable duties requested by the Management team. On occasions, it may be necessary for the post holder to assist other administrative departments within the Service. ## Job Details We are looking for a pro-active, motivated individual who enjoys working in a challenging and busy environment in Plastic Surgery within the Specialist Surgery Directorate. The successful candidate will need to have experience of working in the NHS and knowledge of the 18-week wait Pathway. Applicants should be well organised with excellent communicational skills and able to work well under pressure and be a key team player. The appointed candidate will be responsible for booking new patient appointments by priority and date order, uploading referral for clinical triage, pathway management for 18-week RTT and management of our Outpatient PTL (Patient Tracking List). The post is vital to the delivery of timely, consistent, high quality care for patients. Computer literacy and good customer service skills are a must although full training will be given. ## Job Description Main duties of the job Ensure accurate and comprehensive patient records and clinical details including outpatient referrals are added onto EPR in a timely manner, according to agreed standards, (the Trusts’ Elective Access Policy and Data Quality). Book appointments on EPR as per Trust procedures in line with the Trusts Elective Access Policy and ensure all referrals are clinically triaged within 48 hours. Ensure that patients on ERS (Electronic Referral System) are given appointment dates in accordance with clinical priority and length of wait, and that patients on the ASI list are managed accordingly. Ensure that the appropriate action is taken following both patient and hospital cancellations, such that the utilisation of elective capacity is maximised. Ensure that the patients’ 18 week RTT pathway is correct on EPR before undertaking any changes. Be responsible for managing designated patient tracking lists (PTL) and attend weekly PTL meetings with the management teams. To ensure all clinician annual leave and changes in outpatient sessions are accurately recorded Take a lead to resolve clinic cancellation issues by communicating with colleagues and arranging cover or alternative clinics where required. The post holder is expected to develop an understanding of the Trust Elective Access Policy and related procedures, and to make a positive contribution to the ongoing development of elective administration processes. Code for internal use only: YBZ8W6S ## Responsibilities All Consultants, clinicians and nurses are required to give a minimum 6 week notice period of any clinic alterations. Ensure that any requests outside this period are highlighted to the Team Leader. Keep an accurate record of all Consultants, clinicians and nurses leave requests and detailed accounts of reasons for clinic cancellations. Ensure that any clinic changes are actioned inline with local processes. This role requires a high level of concentration to be maintained, precise, analytical, accurate detailed work and regular emotional effort when initiating and responding to patients on the telephone and via NetCall. An understanding of medical terminology will be of benefit. To receive and make telephone calls and take appropriate action/discussion with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature. Maintaining filing system and other basic office duties. The post holder must exercise judgement to analyse and resolve problems. The post holder is required to work unsupervised and is expected to plan and organise his/her own time. Provision of information and advice to patients and relatives about appointments, both new and follow up, exercising judgement when dealing with patient enquiries. Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation. Develop protocol for offering cancellation places to appropriate patients. Will be asked to show flexibility should the need arise when providing cross-cover for other members of the Outpatient Booking teams during times of leave/sickness and when required. Provide training to new staff under direction of the Team Leader. Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients (in line with the Data Protection and Patient Confidentiality policies) Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes. Any other reasonable duties requested by the Management team. On occasions, it may be necessary for the post holder to assist other administrative departments within the Service. ## Person Specification ### Abilities **Essential** - Excellent organisational ability - Ability to prioritise - Innovative - Able to work independently and as a member of a team - Flexible approach to team work and working hours - Evidence of team working/ building and leading ### Experience/Skills **Essential** - Up to date experience of MS Windows and common application programmes (e.g. Word, Excel, PowerPoint) - Excellent diary maintenance scheduling skills - Excellent communication skills both written and verbal - Excellent understanding of medical terminology - An understanding of outpatient waiting list management - NHS experience - An understanding of Elective Access Referral to Treatment Pathways **Desirable** - Project Management skills - Willingness to develop computer technology skills - Trust’s Elective Access Policy - EPR Experience ### Education/Qualifications **Essential** - Education to A level or equivalent (NVQ 3) or equivalent training/experience **Desirable** - NVQ4 IT qualifications e.g. ECDL (obtained or working towards) ### Interpersonal/Communication skills **Essential** - Reliable and organised - Excellent interpersonal skills - Paying attention to detail - Hard working and ability to work to deadlines - Positive, enthusiastic attitude - Highly diplomatic and professional **Desirable** - Evidence of interacting with a wide range of people ## Documents - [outpatient booking officer jd (pdf, 598.4kb)](https://www.healthjobsuk.com/documents?vdoc=10349272) - [outpatient booking officer ps (pdf, 176.4kb)](https://www.healthjobsuk.com/documents?vdoc=10349273) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.