GP Spirometry Service Co-ordinator | Bolton NHS Foundation Trust

Fixed term for 12 months. The post holder will provide secretarial and administrative support to the Respiratory Diagnostics Service, primarily dealing with G.P. Spirometry referrals. As with all secondment opportunities, interested parties should discuss the opportunity with their line manager before applying. The post holder’s main duties include planning, organising, directing and coordinating the work of the department with particular attention to the G.P. referral pathway. The role requires efficient communication between medical staff, G.P.s, patients, relatives, members of the public and other disciplines within the Trust. The post holder will demonstrate excellent organisational skills, adaptability, initiative and a consistently high standard of professionalism, upholding confidentiality and integrity.

Responsibilities

• Develop and maintain effective working relationships with clinicians, managers and other team members within the Respiratory Diagnostics Team and across the Trust, including G.P. Primary Care service users.
• Keep the manager updated on progress, timelines and issues, and actively seek information to keep team members informed.
• Act as the point of contact for all non‑routine enquiries, facilitating communication, initiating and responding to correspondence, and resolving enquiries.
• Greet customers politely, respond to all queries promptly, and where issues cannot be resolved immediately, escalate appropriately and keep customers informed of actions taken.
• Investigate and respond to complaints/incident forms, record them in line with Directorate protocols and report to line manager; escalating to a senior manager when required.
• Undertake medical secretarial duties including general diary management and conducting all secretarial work accurately and timely.
• Receive referrals from Primary Care for spirometry, appointment onto clinic template, notify patients of test dates and file appropriate documentation.
• Manage waiting lists for diagnostics, ensuring timely care and preventing breaches.
• Assist with appointment scheduling for respiratory diagnostics from Secondary Care.
• Answer general telephone queries from staff and patients for both Primary and Secondary Care.
• Promptly dispatch diagnostic test results in accordance with Trust policy, utilising the local or Trust case note tracking system.
• Work with line manager on Managing OP slot utilisation, minimising DNA’s and waiting lists, and conduct data cleansing and audit of appointment utilisation.
• Use the clinic’s online diaries to organise schedules for key team members.
• Manage results and information flows, ensuring accurate monitoring of clinics through assurance and data quality reports.
• Organise day‑to‑day needs of the clinical team, manage rota diaries, coordinate meetings, provide required documentation and take minutes.
• Treat all team members fairly, appreciate contributions, and ensure feedback is recorded at appraisal.
• Plan and organise own workload, seeking staff contributions and implementing suggested improvements.
• Assist in recruitment and selection of staff, and in organising induction, orientation and training programmes in line with Trust Recruitment & Selection Policy.
• Onboard new team members, offer support and training until competencies are met.
• Prepare and implement local induction packages for new technology and practices.
• Maintain accurate patient information in the Electronic Patient Record system, update as required and ensure compliance with the Trust Data Quality Policy.
• Ensure all information systems record the stage of the patient journey in line with national and local policies.
• Conduct regular refresher training in information technology to stay current with systems.
• Ensure any patient‑identifiable information is stored in accordance with the Trust’s Information Governance Policy.
• Create, maintain and update internal and external databases specific to speciality requirements.