Theatre Booking Officer

Overview

Within Specialist Surgery, patient administration provides a critical foundation for the entire patient journey, ensuring that care is delivered in a timely, coordinated, and seamless manner. It supports clinical teams, operational management and overall patient experience through high‑quality administrative processes.

Primary Responsibilities

• Provide professional, comprehensive administrative support to the Specialist Surgery Theatre Booking team and associated Consultants, ensuring all tasks are completed accurately and within required timeframes.
• Monitor and manage patient pathways to ensure timely access to treatment and compliance with national targets, including the 18‑week Referral to Treatment (RTT) and cancer access targets.
• Maintain high standards of data quality, ensuring patient information is accurate, up‑to‑date and processed in a timely manner.
• Support the Team Leader and Patient Pathway Manager in managing the Diagnostic Patient Tracking List (PTL) and related administrative tools.
• Coordinate with booking teams, clinical staff and external providers to secure timely diagnostic tests, outpatient appointments and theatre slots.
• Escalate capacity or scheduling issues promptly and follow agreed escalation pathways to mitigate patient harm and target breaches.
• Participate in audits, service reviews and improvement projects to enhance patient flow and administrative efficiency.
• Demonstrate consistently high standards of customer care and act as an ambassador for patient‑centred service across the Trust.

Performance Measures

• Compliance with 18‑week RTT and cancer access targets.
• Accuracy and timeliness of PTL and patient pathway records.
• Reduction in avoidable breaches through timely interventions.
• Positive patient feedback and adherence to Trust customer care standards.

Working Relationships

• Reports to: Waiting List Team Leader / Patient Pathway Manager.
• Works closely with: Consultants, Theatre Booking team, Clinical Nurse Specialists, Outpatient Booking, Diagnostics and wider administrative teams.

Required Understanding

• Understanding of inpatient processes.
• Understanding of PTL.
• Basic understanding of Trust values.

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country, comprising four hospitals: the John Radcliffe Hospital, Churchill Hospital, Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. The Trust’s values, standards and behaviours define the quality of clinical care and professional relationships it offers.

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