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Job description

We are looking to recruit an administrator for the Pulmonary Rehabilitation and Home Oxygen Assessment and Review Service at Harefield Hospital. The role will support the band 5 Coordinator for the services.

The post holder must be computer literate and must be willing to work as a team player within a busy environment with a positive ‘can do’ attitude. You will have good typing skills and excellent communication skills with clinicians as well as administrators. Previous experience of working within a respiratory department in the NHS or privately would be desirable. The post holder will be expected to take responsibility for continued personal development.

In return staff benefits include: subsidised childcare facilities, company pension, personal development and training opportunities, and subsidised accommodation on site.

• Facilitate a seamless service between clinical and clerical staff for patients during their Pulmonary Rehabilitation / Oxygen pathway.
• Maintain and promote effective communication with all members of the multi-disciplinary team and other Wards / Departments.
• Participate fully as a team member, sharing knowledge and information, and supporting colleagues.
• To ensure comprehensive and timely communication between the Pulmonary Rehabilitation / Oxygen Assessment services and external referrers. This will include production of discharge summaries, letters and telephone communication.
• Ensure efficient administration of all aspects of patient admission to and discharge from the Pulmonary Rehabilitation and Oxygen Assessment services.
• Ensure that all activities are accurately recorded on Trust IT systems to ensure governance as well as income for the service is maintained.
• Dealing with all patient enquiries promptly and effectively.
• Booking transport, appointments and investigations in a timely and relevant way
• Ensure that health records are sourced and available for patient admissions, filed correctly and neatly, and tracked electronically in accordance with Trust policy

Royal Brompton & Harefield hospital are part of Guys and St Thomas’s NHS Trust and are the largest post-graduate specialist heart and lung centre in the UK. We are two specialist hospitals which are known throughout the world for our expertise, standard of care and research success.

To assist the Coordinator for Pulmonary Rehabilitation and Ambulatory Respiratory Care with day-to-day service support for the Pulmonary rehabilitation, oxygen assessment services.

To undertake the administrative processes of referrals to pulmonary rehabilitation, oxygen assessment services by collaborating with the Medical, Pulmonary rehabilitation, Respiratory Physiology, Nursing and Administration teams

To liaise with patients on the telephone regarding their appointments and provide excellent customer service.

To liaise with GPs and referrers by telephone, post or email to ensure results or discharge summaries are communicated in a timely fashion.

To be responsible for accurate and timely maintenance of databases for both the Harefield Pulmonary Rehabilitation and Oxygen Assessment services.

To be responsible for accurate and timely recording of service activity through Lorenzo/EPIC and other relevant Trust systems.

• Facilitate a seamless service between clinical and clerical staff for patients during their Pulmonary Rehabilitation / Oxygen pathway.
• Maintain and promote effective communication with all members of the multi-disciplinary team and other Wards / Departments.
• Participate fully as a team member, sharing knowledge and information, and supporting colleagues.
• To ensure comprehensive and timely communication between the Pulmonary Rehabilitation / Oxygen Assessment services and external referrers. This will include production of discharge summaries, letters and telephone communication.
• Collaborate with the relevant clinical teams to facilitate the admissions of elective, planned and urgent patients within the service.
• Ensure efficient administration of all aspects of patient admission to and discharge from the Pulmonary Rehabilitation and Oxygen Assessment services.
• Ensure that all activities are accurately recorded on Trust IT systems to ensure governance as well as income for the service is maintained.
• Facilitate a seamless service between clinical and clerical staff for patients during their treatment pathway.
• Reception and orientation of patients, carers and visitors.
• Dealing with all patient enquiries promptly and effectively.
• Facilitating a smooth admission, discharge and transfer process for all patients.
• Booking transport, appointments and investigations in a timely and relevant way
• Ensure that health records are sourced and available for patient admissions, filed correctly and neatly, and tracked electronically in accordance with Trust policy
• To carry out any administrative duties to ensure the smooth and efficient running of the Pulmonary Rehabilitation and Oxygen Assessment Services and the Harefield Pulmonary Rehabilitation research team.
• Adhere to agreed policies that influence your role and working environment.
• To promote and maintain standards of health and safety within the work environment, reporting and recording accidents / incidents promptly.
• Promote and facilitate collaborative working practices, new ideas and better ways of working.
• Ensure the effective use of resources, avoid duplication of effort and ensure consistency of service.
• To report systems or processes that are not working effectively or that are experiencing delays or difficulties to your line manager.
• To assist the Therapy Lead and management team in reducing the waiting times for patients and to reduce the number of patient cancellations
• Monitor and order stationary equipment as required.
• Actively manage own annual leave in line with Trust and local Policy and Procedure and as delegated help others to do the same.
• To participate in the Trusts appraisal and personal development plan schemes.
• To be actively involved in maintaining data quality on Trust IT systems such as Lorenzo PAS/EPIC. To ensure the Patient Administration System (Lorenzo) is kept up to date and accurately reflects the patient journey for all appointments, attendances, admissions and discharges.
• Undertake relevant training for electronic information systems in place & under development.
• To have an active email account and act as role model for others.
• Participate in data collection for audit and research as required.
• To provide administrative support for the Pulmonary rehabilitation and oxygen services in collecting data and information for service audits.
• To abide by the Trust’s core behaviours for staff and all other Trust policies
• To work flexibly and to provide adequate cover for the pulmonary rehabilitation and oxygen assessment coordinator or respiratory medical secretaries where required across the Directorate in the event of unexpected absences or annual leave