Administration Lead - Community Respiratory Physiotherapy Team

Main area Admin Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 22.5 hours per week (Ideally mornings 5 days per week) Job ref 418-COR3828-MR

Employer Bedfordshire Hospitals NHS Foundation Trust Employer type NHS Site Gilbert Hitchcock House Town Bedford Salary £24,937 - £26,598 Pro rata Salary period Yearly Closing 16/11/2025 23:59

An exciting and rare opportunity has arisen for a Administration lead within the community respiratory physiotherapy team. The team have recently achieved accreditation and the post holder will be pivotal in maintaining these very high standards.

The role is part time and ideally the hours will be spread across the whole week.

System one experience would be advantageous but full training will be given.

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• To lead and be responsible for the day-to-day running of the Community Respiratory Therapy Service’s administration.
  
• To maintain and take responsibility for the accuracy of the departments database systems.
  
• To provide confidential administrative and clerical support to the Community Respiratory Therapy Team and due to the Team Lead being over two services, administrative roles that may be required for the Community Palliative Physiotherapy service.
  
• To be responsible for the day-to-day organisation of the Community Therapy office ensuring effective office procedures. Develop, implement and maintain efficient and effective computer and paper administrative procedures.
  
• To provide a full administrative service to the Community Respiratory Service, including correspondence, appointment letters, medical reports, handouts and policies/procedures.
  
• To review the team telephone and team email daily, recording referrals and delegating out tasks appropriately to team members.
  
• To be responsible for organising waiting lists and organising new patient appointments.
  
• To monitor the electronic system to ensure accuracy of waiting lists and caseloads.
  
• To undertake the collection and collation of the department monthly commissioner statistics including waiting time information, monthly audits and performance reports. To provide statistic information for the continuing service development.
  
• To collect and maintain records and evidence for the ongoing accreditation of the Pulmonary Rehabilitation service.
  
• To provide support to the Team Lead for administrative roles with respiratory audits and projects.
  
• To be responsible for the organisational and administrative duties associated with the running of the Breathe Easy support group.
  
• To organise and maintain effective filing systems and ensure efficient office practices/systems are in place including archiving.
  
• To ensure that appropriate information is gathered in a sensitive manner from patients or relatives, upon receipt of a complaint, and to pass that information onto the relevant Manager. To assist in retrieval of patient records, for use by manager in formulating a response.
  
• To maintain adequate stock of stationary and to be responsible for the office equipment ensuring its proper use and maintenance.
  
• To maintain adequate stock and maintenance of resources for the respiratory and pulmonary rehabilitation service, including printing of patient resources and ordering of assessment or exercise equipment.
  
• To book interpreters as required.
  
• To provide non-clinical advice and information directly to patients / carers, therapists, medical & non-medical healthcare professionals and outside agencies, maintaining confidentiality at all times.
  
• To respond to all queries to the departments in person via the telephone or electronically by assessing the situation / problem and identifying the most appropriate course of action and to be able to handle sensitive issues appropriately.
  
• To report any fault finding / maintenance / domestic / IT issues and follow-up as appropriate.
  
• To assist in organisation of internal and external study days/away days with particular responsibility for producing agendas, presentation material and handouts in conjunction with therapists.
  
• To participate in the Physiotherapy Department’s appraisal scheme and be committed to continuous personal development.
  
• To respond to external and internal telephone queries ensuring a high quality of service at all times. Deal with enquires in a courteous and proficient manner, to filter calls as necessary and refer on appropriately showing empathy and understanding when appropriate.
  
• To be able to react to unexpected circumstances appropriately, e.g. if a group is suddenly cancelled at short notice.
  
• To accept and undertake work in a willing manner and put time to effective use.
  
• To make it known to the Professional Lead if the volume/nature of work becomes excessive or detrimental to performance.
  
• To attend staff meetings and participate in these.
  
• To undertake relevant activities to meet training objectives identified with your supervisor.
  
• Undertake any other duties which may be considered appropriate following discussion with the Team Lead Physiotherapist
  

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience – we recruit individuals who demonstrate the behaviours which underpin our Trust’s core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering the first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.

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• Knowledge and experience of broad range of administrative procedures
  
• Knowledge and experience of software packages, in particular Microsoft Office Word and Excel
  

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• Good telephone skills and message taking.
  
• Ability to meet deadlines
  

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.