Job overview
Respiratory Physiology Administrator (FTC to 31/01/2026)
Department ~ Respiratory Physiology
Band 3
Hours: 37.5 per week, all MKUH roles will be considered for flexible working
An exciting opportunity has arisen for an experienced administrator to join our Respiratory Physiology team on a fixed term contract until 31/01/2026.
The role holder will schedule appointments for patients attending the Respiratory Physiology Service, adhering to Trust and National guidelines; process Outcome Forms and validate the Diagnostic Management Tool to ensure patients attending for Sleep Diagnostics are offered timely appointments. The post holder will need to demonstrate initiative, attention to detail, relationship building, communication, team working, data analysis and problem solving. Ideally, the post holder will have knowledge of the NHS, knowledge of operational targets (such as Referral to Treatment and Diagnostic pathways), management or understanding of patient pathways and strong computer skills.
As a team we encourage career development and will help facilitate any training requirements or areas the post holder would like to develop.
This role can not be sponsored.
Interview date: 23/07/2025
Main duties of the job
The Respiratory Physiology Administrator will work as part of the Respiratory Physiology multidisciplinary team within the Internal Medicine Clinical Service Unit (CSU), under the direction of the Senior Chief Respiratory Physiologist, and will provide expertise in the proactive management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly.
To be responsible for providing efficient and effective administrative support to the Respiratory Physiology team, building a comprehensive working knowledge of the diagnostic tests offered within the department and working within own capabilities to book patients to the most appropriate appointment slot.
To book patients into Outpatient Diagnostic Test appointments in accordance with Trust and National targets and policies.
To ensure Standard Operating Procedures (SOPs) are being adhered to, escalating any identified amendments to the Operational Team and Senior Chief Respiratory Physiologist.
To ensure high levels of patient and clinician satisfaction by being an accessible, customer focussed and knowledgeable point of contact on all booking related matters.
The role requires 100% on-site working.
Detailed job description and main responsibilities
Outpatient Scheduling / Rota Planning
- Monitor, manage and prioritise own workload, escalating to Senior Chief Respiratory Physiologist when departmental KPIs are likely to breach
- Following a “Partial Booking” plan (booking appointments six weeks in advance only), book new and follow up appointments, ensuring that capacity is proactively and efficiently used. This includes booking patients into the correct clinic to ensure that they are seen by the most appropriate Respiratory Physiologist first time and for subsequent follow up appointments.
Patient Tracking List
- Be able to understand and work from the Patient Tracking List (PTL) and take appropriate action to reduce waiting times.
- Validate patients on the PTL and complete the DM01 (Diagnostic Tracking PTL) on a monthly basis, ensuring that there are no patients waiting longer than the National 6 week target (escalating to the Internal Medicine Operations Team and Senior Chief Respiratory Physiologist if there is no capacity within the required timeframe)
- Support the identification and reporting of any issues to the Internal Medicine Operations Team which compromise delivery of the 6 week diagnostic pathway, e.g. lack of capacity in Respiratory Physiology.
General duties and responsibilities
- Process all relevant mail, voicemails, messages and referrals including patient e-mails daily in line with Trust procedures and targets
- Escalate patient queries regarding CPAP devices and consumables on the Escalation Log, and action as appropriate
- To be responsible for the timely processing of outgoing mail and parcels
- To be the friendly, empathetic and accessible point of contact for patient and carer communication, ensuring that all patients have the opportunity to agree their appointment and admission dates
- Support the team to deal with and record all concerns/complaints coming into the department, both on the telephone and in writing, escalating as appropriate.
- Advise Senior Chief Respiratory Physiologist in a timely manner when stationery stocks are low and be responsible for processing stationery stock orders. Please refer to the job description for further details.
