Job overview

The administration Supervisor will be responsible for ensuring that the administration within of the Chest Unit is completed on time and to a high standard for both staff and patients.

The post holder will need to ensure that robust and appropriate administration systems and processes are in place and will be required to lead the administration team but also to play a key role within it, working closely with the assistant service manager and service manager and clinical staff.

The post holder will be required to maintain links with the clinical team and the physiology team by supporting the assistant service manager and service manager in the running of the service.

The administration supervisor will play an active role in the achieving the smooth day to day running of the busy Chest Unit. The post holder will work closely with administrative and clinical colleagues in ensuring that all tasks follow agreed protocols and are completed to a high standard. The post holder will be required to understand all aspects of the administration service and manage the administration team.

Main duties of the job

• Manage the day-to-day administration of the Chest Unit.
• Oversee patient waiting lists and ensure appointments are booked within required timeframes.
• Validate and maintain accurate Patient Tracking Lists (PTLs).
• Coordinate the booking of diagnostic tests and specialist procedures, including EBUS and bronchoscopy.
• Ensure all patient information and activity is accurately recorded on Epic Systems.
• Liaise with consultants, physiology teams, and other departments to support patient pathways.
• Ensure patients receive timely communication and information about their appointments and investigations.
• Monitor clinic and diagnostic capacity to support effective use of appointments.
• Support compliance with Trust policies, waiting time standards, and cancer targets.
• Supervise and support the Chest Unit administrative team.
• Allocate workload and escalate issues where required.
• Monitor staff attendance, annual leave, and sickness records.
• Hold regular team meetings and staff 1:1s.
• Produce and monitor activity and performance reports, including waiting times and DNA rates.
• Identify and support service improvements within the Chest Unit.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.