Assistant Waiting List Officer
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Oxford University Hospitals NHS Foundation Trust Assistant Waiting List Officer
The closing date is 30 September 2026
Job summary
The post holder will assist the Waiting List Officers with the weekly validation of the Trusts' patient tracking list (PTL) and identifying any capacity issues and patients that cannot be treated within the Cancer and 18 week Referral to treatment (RTT) targets.
Main duties of the job
The post holder is one of a team responsible for effectively managing the smooth coordination of the Inpatient waiting list service for the Directorate and ensuring that elective targets in relation to ensuring Inpatient Waiting Lists, Admissions, pre-operative and post-operative waiting times are met at both in a consistent and timely manner. Please see full job description and responsibilities on the below link
About us
Oxford University Hospitals NHS Foundation Trust is 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 this Delivering Compassionate Excellence and 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 the OUH YouTube channel.
Details
Date posted
17 September 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£25,760 to £27,476 a year per annum pro rata
Contract
Permanent
Working pattern
Full-time
Reference number
321-NOTSS-8138053-B3-A
Job locations
John Radcliffe Hospital
Headley Way
Headington, Oxford
OX3 9DU
United Kingdom
Job description
Job responsibilities
- Ensure accurate and comprehensive registration of patient records and clinical details for pre-assessment appointments and elective admissions are added onto EPR in a timely manner, according to agreed standards, (the Trusts Elective Access Policy and Data Quality).
- The post holder will assist the Waiting List Officer to ensure that all patients are added to the Inpatient Waiting List within 24 hours from any decision to treat.
- (Assist waiting list officers to) ensure that all patients on the Inpatient Waiting List are given surgery dates in accordance with clinical priority and length of wait.-
- (Assist waiting list officers to) 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.
- Highlight any capacity issues or potential Cancer or 18 week breaches and where possible prevent these with the support of the Waiting List Officer.
- To support the Waiting List Officer manage designated patient tracking lists (PTL) and attend weekly PTL meetings with the management teams.
- To ensure all clinician annual leave and changes in inpatient theatre schedules are accurately recorded on the electronic patient record (EPR) that the affected inpatient sessions are proactively maintained such that maximum waiting times are met and capacity is fully utilised. As such the post holder will liaise closely with clinicians, managers, nursing and administrative staff.
- To book all pre-operative assessment appointments for patients ensuring that all patients are pre-assessed prior to any surgery date.
- 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.
- To undertake Clinic Prep duties as required by the service
Job responsibilities
- Ensure accurate and comprehensive registration of patient records and clinical details for pre-assessment appointments and elective admissions are added onto EPR in a timely manner, according to agreed standards, (the Trusts Elective Access Policy and Data Quality).
- The post holder will assist the Waiting List Officer to ensure that all patients are added to the Inpatient Waiting List within 24 hours from any decision to treat.
- (Assist waiting list officers to) ensure that all patients on the Inpatient Waiting List are given surgery dates in accordance with clinical priority and length of wait.-
- (Assist waiting list officers to) 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.
- Highlight any capacity issues or potential Cancer or 18 week breaches and where possible prevent these with the support of the Waiting List Officer.
- To support the Waiting List Officer manage designated patient tracking lists (PTL) and attend weekly PTL meetings with the management teams.
- To ensure all clinician annual leave and changes in inpatient theatre schedules are accurately recorded on the electronic patient record (EPR) that the affected inpatient sessions are proactively maintained such that maximum waiting times are met and capacity is fully utilised. As such the post holder will liaise closely with clinicians, managers, nursing and administrative staff.
- To book all pre-operative assessment appointments for patients ensuring that all patients are pre-assessed prior to any surgery date.
- 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.
- To undertake Clinic Prep duties as required by the service
Person Specification
Experience and Skills
Essential
- Excellent communication skills both written and verbal
- An understanding of inpatient waiting list management
- NHS experience
Desirable
- An understanding of Elective Access Referral to Treatment Pathways
Specific aptitude and abilities
Essential
- Ability to prioritise
- Evidence of team working/ building and leading
Interpersonal Skills / Communication Skills
Essential
- Hard working and ability to work to deadlines
- Reliable and organised
Experience and Skills
Essential
- Excellent communication skills both written and verbal
- An understanding of inpatient waiting list management
- NHS experience
Desirable
- An understanding of Elective Access Referral to Treatment Pathways
Specific aptitude and abilities
Essential
- Ability to prioritise
- Evidence of team working/ building and leading
Interpersonal Skills / Communication Skills
Essential
- Hard working and ability to work to deadlines
- Reliable and organised
Disclosure and Barring Service Check
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.
Employer details
Employer name
Oxford University Hospitals NHS Foundation Trust
Address
John Radcliffe Hospital
Headley Way
Headington, Oxford
OX3 9DU
United Kingdom
Employer's website
https://www.ouh.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
Oxford University Hospitals NHS Foundation Trust
Address
John Radcliffe Hospital
Headley Way
Headington, Oxford
OX3 9DU
United Kingdom
Employer's website
https://www.ouh.nhs.uk/ (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Waiting List Team Leader
Lily Westwood
01865223978
Details
Date posted
17 September 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£25,760 to £27,476 a year per annum pro rata
Contract
Permanent
Working pattern
Full-time
Reference number
321-NOTSS-8138053-B3-A
Job locations
John Radcliffe Hospital
Headley Way
Headington, Oxford
OX3 9DU
United Kingdom
Supporting documents
Privacy notice
Oxford University Hospitals NHS Foundation Trust's privacy notice (opens in a new tab)
Support links
© Crown copyright
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