Programme AdministratorNHS

Job summary

Are you organised, compassionate, and enjoy helping people? Join our Here for Health - Waiting Well Programme as a Programme Administrator and play a key role in supporting patients across Oxfordshire.

You'll provide friendly, high-quality administrative support, keeping clinics running smoothly, managing appointments, and helping patients access the care and community services they need. You'll work closely with the Here for Health team, healthcare staff, GP practices, and external services to ensure a safe, efficient, and patient-focused service.

We're looking for someone who is:

• Experienced in administration or customer service
• Excellent at communicating, including on the phone
• Organised, reliable, and able to manage multiple tasks
• Friendly, compassionate, and people-focused

Why join us?

• Make a real difference to people's health and wellbeing
• Be part of a supportive, inclusive team
• Access professional development opportunities

Main duties of the job

Book, manage, and coordinate Waiting Well appointments and clinics

Act as a first point of contact for patient, GP, and staff enquiries, responding in a professional and timely manner

Provide clear and accurate information to patients and colleagues

Support the organisation and day-to-day running of Waiting Well clinics

Maintain accurate and up-to-date patient records, always ensuring confidentiality

Assist with tracking, monitoring, and evaluation of programme activity

Work closely with the Here for Health team to support efficient service delivery

Liaise with internal and external stakeholders to ensure smooth patient pathways

Follow Trust policies, procedures, and information governance requirements

Job description

Communication

• Contact patients to arrange and manage Waiting Well appointments, including re-scheduling if needed. Help patients understand information clearly and overcome any barriers.
• Follow up with patients who do not attend appointments to find out the reason and offer support.
• Remind patients of upcoming appointments and check if they plan to attend or need to re-schedule.
• Respond to anxious or worried patients and relatives with patience, tact, and discretion.
• Deal with messages from clinicians, GPs, and other staff, keeping the Service Manager informed. Record communications accurately.
• Handle sensitive information, including patient records and staff development details, professionally and confidentially.
• Communicate complex or sensitive information clearly, both verbally and in writing. This may include programme procedures, key performance indicators, referrals, and evaluation data.
• Keep the Service Manager updated on progress and any challenges. Take appropriate action on complaints, seeking guidance when needed.

Planning & Organisation

• Arrange and manage appointments independently, ensuring the service runs smoothly.
• Re-schedule appointments or admissions if patients or the programme need to change them.
• Make the best use of clinic time and staff resources. Check patient lists and data for accuracy, contacting GPs when needed.
• Make onward referrals for patients and keep the team informed of any issues.
• File outcomes and correspondence correctly in patient records and maintain an accurate filing system.
• Organise and monitor staff rotas and clinic venues in collaboration with the health promotion practitioners and Service Manager.
• Maintain programme trackers and records to a high standard with support from the team.
• Monitor the programmes generic email inbox and message pool, responding to queries promptly.

About us

Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.