Job summary
An exciting opportunity has arisen for a Senior Administrator within Dynamic Health - the Musculoskeletal Physiotherapy and Specialist Services provider for Cambridgeshire. This is a fixed term part-time position of 30 hours a week. The position is based at North Cambs Hospital, Rowan Lodge, Churchill Rd, Wisbech PE13 3AB
Dynamic Health forms part of Cambridgeshire Community Services NHS Trust,we are proud to provide high quality innovative services that enable people to receive care closer to home and live healthier lives. Dynamic Health provides specialised community service across Cambridgeshire and Peterborough, for adults, experiencing muscles, nerve and joint issues. The team are passionate about delivering effective, evidence based, sustainable care for NHS users.
We operate across 6 sites with 3 Administrative locality hubs. This post is within the locality of Peterborough and Wisbech, where you will help provide a flexible, innovative administration service that underpins the effective delivery of Musculoskeletal Physiotherapy and Specialist Services provided by the CCS.
Our employee benefits include:
Excellent pension, maternity and sick pay schemes
Family friendly working patterns
Free parking
Retail & leisure discounts
Live Life Well Initiative
If you are looking for a challenge, enjoy variety in your work and wish to be part of a team striving to make a difference; we would like to hear from you.
Main duties of the job
We are looking for a self-motivated, positive and committed team member to join our service. It is essential that you are efficient, flexible, adaptable and able to demonstrate a tactful and diplomatic approach.
The role will require you to provide office and administrative support using our systems and processes to the MSK Physiotherapy Service and MSK Specialist Service. Initiative to handle/prioritise your own workload will be essential.
You will need to be able to work effectively, in what can at times be a pressurised environment supporting a team to achieve deadlines. You will have good knowledge of administration and possess strong organisational skills.
You will support your team and work collaboratively with other locality cohorts across the unit, reporting to the Admin Lead, to accomplish and delivereffectiveservices for patients throughout Cambridgeshire and Peterborough.
Our ideal candidate is someone who is proactive about collaborating with their colleagues across the Trust to problem solve and overcome issues as they arise. They will be able to work using your own initiative and work on active improvement of patient pathways and wait times within the unit.
They would have a good working knowledge of Microsoft applications, Word, Excel, databases with desirable knowledge on SystmOne and the Electronic referral System (e-RS)
Should we receive a high number of applications we reserve the right to close this vacancy at any point after 16th February 2026
About us
Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There's one reason why our services are outstanding - and that's our amazing staff - who, for the 7th year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Job description
Job responsibilities
This post requires the post holder to work collaboratively across our sites as and when required.
To provide an office administrative support service to the MSK Physiotherapy Service and MSK Specialist Service.
This post requires to answer enquiries in a courteous and professional manner by telephone, ensuring all messages and information is communicated appropriately.This will require the post holder to make an independent judgement as to whether the message needs to be dealt with by a qualified practitioner. Judgement will also be required to ascertain whether the message warrants urgent action.
The post holder may be the first point of contact for patient complaints and as such would be required to be familiar with the Complaints Policy. The post holder will be expected to deal appropriately with these situations which may involve emotional and distressed patients.
Maintain the waiting lists by:
- Processing the routine triage of referrals for all localities and pathways (Specialist)
- Responsibility for processing the urgent triage for all localities (Specialist).
- Redirect referrals to other services, following clinical triage, such as referring to secondary care.
To attend to the process of Access To Records (ATRs) in relation to redacting and collating linking with Admin Lead and Clinical Lead.
Ensuring GP referrals are added to the relevant waiting lists and appointments are booked into the appropriate services via SystmOne.
Maintain and oversee SystmOne tasks lists on behalf of the MSK Service and liaising with GPs or admin staff within the GP practices as appropriate.
To process referrals on the Electronic Referral Service (eRS) and SystmOne to include the booking of appointments and the attachment and retrieval of appropriate clinical letters.
To assist with the B3 task group and working through the tasks in date order to complete them in an efficient and timely manner. Tasks to include but not limited too consultants letters, sending diagnostic requests, physio to specialist tasks, appointtment booking, Community referrals, adding patients to the appropriate waiting list and sending emails back to patients and healthcare professionals.
To manage and maintain patient information as required by SystmOne.
Apply and maintain staff rotas on SystmOne with responsibility of recording annual leave, training days, non-working days and meetings.
Assist in the cancelling and rescheduling of clinic appointments on SystmOne in line with clinicians request for annual leave and sickness.
To attend and take minutes at meetings as required.
To support with the medicine management process for the bases, with receipt of delivery, adhering to the medicine management policy.
Provide support with ordering stationery, clinical and ad hoc items using the relevant purchasing system and receipting orders following delivery.
To ensure scanning of documents and photocopying and managing post as required.
To provide reception support for the department as and when needed. This includes; liaising with patients, parents or guardians to arrange appointments, registering patients, obtaining diagnostic results and ensuring patients are booked in a timely manner and within the 18-week protocols.
To undertake any other duties appropriate to the banding and support the Admin Lead as required.
Support with projects / working groups and work with Administrators and Admin Leads to implement as and when required.
To be led by the Admin Leads to support with the Referral To Treatment (RTT) process.
To understand the need to escalate issues through to the line manager to ensure problems are managed in line with policy. This includes reporting incidents through the Datix system for investigation from the line manager.
Raise jobs with the estates team for any issues or concerns with the building.
Job description
Job responsibilities
This post requires the post holder to work collaboratively across our sites as and when required.
To provide an office administrative support service to the MSK Physiotherapy Service and MSK Specialist Service.
This post requires to answer enquiries in a courteous and professional manner by telephone, ensuring all messages and information is communicated appropriately.This will require the post holder to make an independent judgement as to whether the message needs to be dealt with by a qualified practitioner. Judgement will also be required to ascertain whether the message warrants urgent action.
The post holder may be the first point of contact for patient complaints and as such would be required to be familiar with the Complaints Policy. The post holder will be expected to deal appropriately with these situations which may involve emotional and distressed patients.
Maintain the waiting lists by:
- Processing the routine triage of referrals for all localities and pathways (Specialist)
- Responsibility for processing the urgent triage for all localities (Specialist).
- Redirect referrals to other services, following clinical triage, such as referring to secondary care.
To attend to the process of Access To Records (ATRs) in relation to redacting and collating linking with Admin Lead and Clinical Lead.
Ensuring GP referrals are added to the relevant waiting lists and appointments are booked into the appropriate services via SystmOne.
Maintain and oversee SystmOne tasks lists on behalf of the MSK Service and liaising with GPs or admin staff within the GP practices as appropriate.
To process referrals on the Electronic Referral Service (eRS) and SystmOne to include the booking of appointments and the attachment and retrieval of appropriate clinical letters.
To assist with the B3 task group and working through the tasks in date order to complete them in an efficient and timely manner. Tasks to include but not limited too consultants letters, sending diagnostic requests, physio to specialist tasks, appointtment booking, Community referrals, adding patients to the appropriate waiting list and sending emails back to patients and healthcare professionals.
To manage and maintain patient information as required by SystmOne.
Apply and maintain staff rotas on SystmOne with responsibility of recording annual leave, training days, non-working days and meetings.
Assist in the cancelling and rescheduling of clinic appointments on SystmOne in line with clinicians request for annual leave and sickness.
To attend and take minutes at meetings as required.
To support with the medicine management process for the bases, with receipt of delivery, adhering to the medicine management policy.
Provide support with ordering stationery, clinical and ad hoc items using the relevant purchasing system and receipting orders following delivery.
To ensure scanning of documents and photocopying and managing post as required.
To provide reception support for the department as and when needed. This includes; liaising with patients, parents or guardians to arrange appointments, registering patients, obtaining diagnostic results and ensuring patients are booked in a timely manner and within the 18-week protocols.
To undertake any other duties appropriate to the banding and support the Admin Lead as required.
Support with projects / working groups and work with Administrators and Admin Leads to implement as and when required.
To be led by the Admin Leads to support with the Referral To Treatment (RTT) process.
To understand the need to escalate issues through to the line manager to ensure problems are managed in line with policy. This includes reporting incidents through the Datix system for investigation from the line manager.
Raise jobs with the estates team for any issues or concerns with the building.
Person Specification
Experience
Essential
- Experience of working in a customer service environment/with the public
- General office experience with knowledge of Microsoft Word, Excel and Outlook
- Ability to prioritise workload and tasks
- Ability to work on own initiative and as part of a team
Desirable
- Experience of working in the healthcare sector
- Experience of using SystmOne
Knowledge
Essential
- Proficient organisational skills
- Good telephone answering skills and customer care skills
- Excellent communication and interpersonal skills
- Ability to handle conflict/empathise with service users who may have challenging situations.
- A good level of accuracy and attention to detail
Desirable
- Previous experience of working in a busy and patient-led service
- Good knowledge of clinical terminology
Qualifications
Essential
- GCSEs Grade C/5 or equivalent including Maths and English
Desirable
- Business & Admin NVQ or equivalent relevant experience
Person Specification
Experience
Essential
- Experience of working in a customer service environment/with the public
- General office experience with knowledge of Microsoft Word, Excel and Outlook
- Ability to prioritise workload and tasks
- Ability to work on own initiative and as part of a team
Desirable
- Experience of working in the healthcare sector
- Experience of using SystmOne
Knowledge
Essential
- Proficient organisational skills
- Good telephone answering skills and customer care skills
- Excellent communication and interpersonal skills
- Ability to handle conflict/empathise with service users who may have challenging situations.
- A good level of accuracy and attention to detail
Desirable
- Previous experience of working in a busy and patient-led service
- Good knowledge of clinical terminology
Qualifications
Essential
- GCSEs Grade C/5 or equivalent including Maths and English
Desirable
- Business & Admin NVQ or equivalent relevant experience
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
