Chest Unit Supervisor

Job overview

The administration Supervisor will be responsible for ensuring that the administration within of the Chest Unit is completed on time and to a high standard for both staff and patients.

The post holder will need to ensure that robust and appropriate administration systems and processes are in place and will be required to lead the administration team but also to play a key role within it, working closely with the assistant service manager and service manager and clinical staff.

The post holder will be required to maintain links with the clinical team and the physiology team by supporting the assistant service manager and service manager in the running of the service.

The administration supervisor will play an active role in the achieving the smooth day to day running of the busy Chest Unit. The post holder will work closely with administrative and clinical colleagues in ensuring that all tasks follow agreed protocols and are completed to a high standard. The post holder will be required to understand all aspects of the administration service and manage the administration team.

Main duties of the job

• Manage the day-to-day administration of the Chest Unit.
• Oversee patient waiting lists and ensure appointments are booked within required timeframes.
• Validate and maintain accurate Patient Tracking Lists (PTLs).
• Coordinate the booking of diagnostic tests and specialist procedures, including EBUS and bronchoscopy.
• Ensure all patient information and activity is accurately recorded on Epic Systems.
• Liaise with consultants, physiology teams, and other departments to support patient pathways.
• Ensure patients receive timely communication and information about their appointments and investigations.
• Monitor clinic and diagnostic capacity to support effective use of appointments.
• Support compliance with Trust policies, waiting time standards, and cancer targets.
• Supervise and support the Chest Unit administrative team.
• Allocate workload and escalate issues where required.
• Monitor staff attendance, annual leave, and sickness records.
• Hold regular team meetings and staff 1:1s.
• Produce and monitor activity and performance reports, including waiting times and DNA rates.
• Identify and support service improvements within the Chest Unit.

Detailed job description and main responsibilities

• To establish and monitor (documented) administrative processes for the Chest Unit and the administration team.
• To ensure that all activity is accurately recorded on EPIC including the allocation of patients onto the waiting list, admission and discharge of patients, GP details, admission and discharge of patients, GP details, demographic coding, admission method etc.
• To manage and monitor the service waiting lists in line with Trust policy and meeting national and local targets, particularly around waiting times and booked admissions.
• To accurately administer patients on waiting lists and regularly validate those lists in line with Trust policy.
• To liaise with the physiology team to ensure that Chest Unit lists are fully and appropriately utilised with the correct case mix and number of patients.
• To liaise closely and effectively with physiology team and consultants regarding the planning of emergency and elective appointments, making appropriate decisions and communicating these to all necessary parties.
• To ensure that all patients are contacted in a timely and appropriate fashion and receive all necessary information regarding their investigations/tests,
• To agree clear policies with clinical staff e.g. booking leave, the management of patient DNA’s etc. and ensure that these are adhered to.
• To play an active role in the Chest Unit administration team ensuring that all tasks are completed on time and to a high standard.
• To build effective working relationships and liaise as necessary with teams external to Chest Unit such as the 2 week wait office, PALS and transport.
• To co-ordinate the booking of specialist procedures such as EBUS and Bronchoscopy procedures.

• To monitor the administrative workload and to delegate and escalate as appropriate.
• To provide effective leadership and support to the administration team, ensuring that all staff are managed in line with Trust policies.
• To ensure that all staff are informed of the divisions objectives and performance targets and are aware of the importance of their contribution.
• To ensure that all staff have an individualised performance review and personal development plan.
• To maintain an accurate attendance record for all administrative staff within then unit for annual leave and sickness absences
• To hold regular 1:1 meetings with all administrative staff, as well as organising and chairing monthly team meetings with the administrative staff.

Information Systems and Data Management

• To monitor the demand, capacity and activity of the Chest Unit providing regular performance reports on activity.
• To highlight areas for service improvement and contribute positively to development work.
• To attend, with the Assistant Service Manager, a set of performance indicators that are regularly reported and monitored e.g. demand, capacity and activity, waiting times, cancellation, DNA rates etc.