Respiratory Lab Administrator

Job overview

This is an excellent opportunity to support the Respiratory Physiology service at University Hospital Lewisham. The post holder will play a central role in coordinating and booking patient appointments for lung function diagnostic tests, ensuring smooth and timely pathways for patients referred to the service.

The role provides essential administrative support to the Respiratory team, including scheduling appointments, managing cancellations and re-bookings, responding to patient queries, and handling all associated correspondence. The post holder will work closely with clinical staff to support efficient clinic flow and maintain high‑quality patient experience.

A good understanding of Trust processes and the ability to navigate multiple clinical systems will be valuable in helping deliver a safe, responsive, and well‑organised service.

Previous Applicants need not apply

Main duties of the job

Detailed job description and main responsibilities

• Provide day‑to‑day administrative support to the Respiratory Physiology (Lung Function) service at University Hospital Lewisham.
• Manage and arrange patient appointment slots using the Trust’s electronic systems (iCare/PAS and eRS), ensuring timely and accurate scheduling for all routine, urgent, and follow‑up lung function tests.
• Coordinate and book diagnostic appointments carried out at UHL and Community Diagnostic Hub locations where applicable.
• Retrieve lung function test results and reports from the lab database when requested by clinical staff.

Patient Communication & Enquiry Management

• Handle all incoming telephone calls, patient queries, and walk‑in enquiries in a professional and patient‑centred manner.
• Provide non‑clinical information to patients, carers, and healthcare professionals regarding appointments and test preparation requirements.
• Manage cancellations and rebook appointments promptly, ensuring unused capacity is minimised.
• Upload referral letters and relevant documentation from eRS onto iCare as required.

Referral & Booking Management

• Process referrals received via eRS and internal clinical teams, ensuring appropriate vetting and timely booking of appointments.
• Maintain accurate patient demographics and appointment records on iCare, including updates to wait lists and clinic schedules.
• Prioritise and action urgent referrals, including suspected cancer pathway bookings, following clinical and Trust guidelines.

Clinic & Lab Support

• Work closely with the Respiratory Physiology team to support the smooth daily running of the lung function lab, including assisting with changes to clinic templates and managing booking pressures.
• Ensure that all booked appointments comply with Trust access policies and national diagnostic wait‑time standards.
• Arrange porters for patients attending lung function testing where required.

Data, Record Keeping & Systems

• Maintain accurate and compliant record‑keeping systems to support service audits and clinical governance requirements.
• Ensure timely and accurate data entry across all systems, including iCare, eRS, and internal lab databases.
• Support monitoring of clinic capacity, demand, and activity as directed by senior staff.

Communication & Teamworking

• Provide clear, professional communication with clinical staff, operational teams, and external stakeholders.
• Use initiative to prioritise workload during busy periods and maintain service efficiency.
• Attend and support meetings as required, including preparing documents or coordinating arrangements.

General Duties & Trust Requirements

• Follow Trust policies at all times, including Health & Safety, Equal Opportunities, Confidentiality, Complaints Handling, and Infection Control.
• Participate in staff appraisal and personal development planning.
• Be aware of service objectives and contribute to Trust and departmental goals.
• Support service improvement initiatives and adapt to changes in processes or workflows.
• Undertake any other duties appropriate to the role and banding, as requested by senior staff.
• The post holder may be required to work at any of the Trust’s sites in line with service needs.