Job summary
Are you a dynamic, dedicated and forward thinking administrator who has a passion for Respiratory Physiology / Diagnostic Services? If you put patient care at the heart of all you do, we would like to accept your application for a full-time, substantive Respiratory Physiology Administrator.
This is a busy, demanding, rewarding role within a small team. You will work closely with the Respiratory Physiology Team, Respiratory Clinicians and the Operational Management Team to process incoming referrals, schedule appointments, process Outcome Forms and support with the DM01 to improve diagnostic waiting times.
We offer a post ideal for administrators wanting to develop their skills in a supportive, inclusive working environment. We offer opportunities for professional development.
The post holder will
Provide administrative support to the Respiratory Physiology Team, who perform a wide range of diagnostic procedures (ABG, Lung Function Tests, Oxi/Nox, CPAP, Spiro, 6MWTs & Mannitol Challenge)
Demonstrate proactive management of the patients' pathway from referral to discharge
Schedule appointments in order of clinical priority and chronological order
Monitor waiting times for diagnostic tests, ensuring the 6-week diagnostic target is adhered to, supporting the Operational Management Team with DM01 reporting.
We are unable to offer sponsorship for this role
Interview date: 19.02.2026
Main duties of the job
We care We communicate We collaborate We contribute
"- NHS Survey, 2024'' They feel supported in their employers making reasonable adjustments to help them carry out their work, rating an 82.9%
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.
You will provide administrative support to a team of 7x Respiratory Physiologists, working alongside 6x Consultants and 2x Speciality Doctors who have an interest in General Respiratory Medicine, Sleep and Lung Cancer. The wider team is supported by a team of Resident Doctors, MTI, Advanced Nurse Practitioners and a Physiotherapist.
About us
Milton Keynes University Hospital, in proud partnership with the University of Buckingham, is a University Teaching Hospital committed to advancing patient care through cutting-edge research and education. With a "Good" rating from the CQC and significant investment underway, this is an exciting time to join our team and grow your career.
As a medium sized general hospital, we provide a full range of general medical and surgical services, including a busy Emergency Department, Maternity, and Paediatrics. As the population of our city and surrounding areas continues to grow rapidly, we are expanding and enhancing our facilities to meet rising demand and improve access to care for all our communities.
We are also proud to offer a growing portfolio of specialist services. In January 2025 we opened our state-of-the-art Radiotherapy Centre, bringing advanced cancer treatment closer to home. Our services also include neonatology, specialist surgical care, and a wide range of diagnostics, supported by the new Community Diagnostic Centre at Whitehouse Health Centre.
Further investment is underway, including the construction of Oak Wards - a new ward block featuring two 24-bed wards - and the recently approved Women and Children's Centre, set to open by 2030.
Visit our website to explore the latest news and opportunities at MKUH - News - Milton Keynes University Hospital -
For further information about Milton Keynes please visit - Visit Milton Keynes
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
Process and log all referrals according to the departmental SOP
Register new patients details on to eCARE/RPAS as well as update existing patient details.
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.
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
Process and log all referrals according to the departmental SOP
Register new patients details on to eCARE/RPAS as well as update existing patient details.
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.
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.
