Detailed job description and main responsibilities

•              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