Job summary
Respiratory Physiology Administrator
Department: Respiratory Physiology
Band 3 £22,816 - £24,336
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.
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 are encouraging of career development and will help facilitate any training requirements or areas the post holder would like to develop
Please note that we are not able to offer sponsorship for this role.
Proposed interview date: 30 September 2024
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
NHS Staff Survey for Administrative and Clerical 'colleagues experience a highly compassionate and inclusive work environment at MKUH, scoring 7.56 out of 10'
You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:
Free on-site parking
Free tea and coffee
Great flexible working opportunities
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)
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)
Please refer to the Job Description for further details
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
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)
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)
Please refer to the Job Description for further details
We believe success lies in the diversity of our employees and are committed to promoting equality, encouraging diversity and embracing inclusion. We welcome applications from everyone interested in working for us.
MKUH is committed to equal opportunities and improving the working lives of our staff and as such we offer a range of flexible working practices.
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
MKUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of MKUH will have their original documents verified using this technology.
By applying for this role, you accept if successful, that information from your application will be transferred into the national NHS Electronic Staff Record (ESR) system. Your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which aims at saving you time and improving efficiencies within the NHS when your employment transfers.
Upon commencing employment with the Trust, all employees (except Medical & Dental Staff on national terms and conditions) are subject to a probationary period lasting a period of six months with an option to extend for a further six months to a total of 12 months.
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
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
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.
