Job summary
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: 10/06/2025
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.
About us
We care We communicate We collaborate We contribute
A staggering 94.2% of nurses and midwives feel the impact of their roles on patients, underlining their integral contribution to healthcare.(NHS Staff Survey 2023).
- Free on-site parking
- Free refreshments
- Great flexible workingopportunities
- Discounted gym membership
- Lease car scheme
- Generous annual leave and pension scheme
- On site nursery (chargeable)
- Extensive staff health and well-being programme
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job 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.
Job description
Job 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.
Person Specification
Qualifications and knowledge
Essential
- Good general education including English at GCSE (Grade C or above) or equivalent.
- Good standard of spoken English
- Strong IT skills in relation to Microsoft packages including MS Word, Excel and Team
- Knowledge of the Data Protection Act 2018 & General Data Protection Regulation 2016
- Understanding of confidentiality in the workplace
Desirable
- Knowledge of internal MKUH systems (for example, eRS and RPA
- Working knowledge of the local 'Patient Access Policy'
- Understanding of NHS plan and waiting targets
- Knowledge of medical terminology
Experience
Essential
- Relevant previous experience in an administrative role
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature whilst recording information accurately into multiple electronic data systems
Desirable
- Administrative / Clerical experience in a health care environment
Skills
Essential
- Polite and professional telephone manner
- Excellent computer skills
- Strong organisational skills with ability to prioritise
- Attention to detail
- Ability to make decisions using own initiative
Desirable
- Evidence of working under pressure to tight deadlines and deal with difficult situations e.g. patients, public and visitors
Personal and people development
Essential
- Must be able to work as an integral member of a multi-disciplinary team
- Have a flexible approach to work
- Must have a professional attitude and appearance
Communication
Essential
- Effective verbal and written communication skills
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations
Person Specification
Qualifications and knowledge
Essential
- Good general education including English at GCSE (Grade C or above) or equivalent.
- Good standard of spoken English
- Strong IT skills in relation to Microsoft packages including MS Word, Excel and Team
- Knowledge of the Data Protection Act 2018 & General Data Protection Regulation 2016
- Understanding of confidentiality in the workplace
Desirable
- Knowledge of internal MKUH systems (for example, eRS and RPA
- Working knowledge of the local 'Patient Access Policy'
- Understanding of NHS plan and waiting targets
- Knowledge of medical terminology
Experience
Essential
- Relevant previous experience in an administrative role
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature whilst recording information accurately into multiple electronic data systems
Desirable
- Administrative / Clerical experience in a health care environment
Skills
Essential
- Polite and professional telephone manner
- Excellent computer skills
- Strong organisational skills with ability to prioritise
- Attention to detail
- Ability to make decisions using own initiative
Desirable
- Evidence of working under pressure to tight deadlines and deal with difficult situations e.g. patients, public and visitors
Personal and people development
Essential
- Must be able to work as an integral member of a multi-disciplinary team
- Have a flexible approach to work
- Must have a professional attitude and appearance
Communication
Essential
- Effective verbal and written communication skills
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations
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.
