Job summary
- Main area
- Dynamic Health Physiotherapy
- Grade
- Band 2
- Contract
- Fixed term: 12 months (N/A)
- Hours
- Part time
- Flexible working
- Job ref
- 448-AMB-7206577
- Employer
- Cambridgeshire Community Services NHS Trust
- Employer type
- NHS
- Site
- Hinchingbrooke Hospital
- Town
- Huntingdon
- Salary
- £24,169 per annum, pro-rata
- Salary period
- Yearly
- Closing
- 27/05/2025 23:59
- Interview date
- 10/06/2025
Employer heading
Administrator
Band 2
Driven by our Trust values: Honesty, Empathy, Ambition, Respect; the Trust's vision is to provide high quality care to the diverse communities we serve to make their lives better.
We are passionate about creating an inclusive workplace that promotes and values diversity. Our cultural diversity, long term conditions and disabilities, and LGBTQIA+ staff networks are a key part of this commitment, creating positive change and helping build an inclusive culture across the Trust.
Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed - our processes ensure that all applicants are treated fairly at every stage of the recruitment process.
Options for flexible working are considered for all roles within CCS, including job share opportunities, compressed hours, annualised hours, tailored working patterns and more. If you are interested in flexible working, please talk to the recruiting manager for this vacancy.
Please note, the selection processes at Cambridgeshire Community Services are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications are monitored, we remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.
Job overview
DynamicHealth - Musculoskeletal Physiotherapy and Specialist Services are looking for an enthusiastic, self-motivated and dedicated individual to join our service.
We have a part-time 1 year fixed term vacancy working 30 hours per week, Tuesday to Friday for an Administrator within our administrative team.
The postholder will be required to support localities with unit wide working based at Hinchingbrooke Hospital, Huntingdon.
Dynamic Health provides specialised community service across Cambridgeshire and Peterborough, for people aged 16 years and over living with or experiencing problems from muscles, nerves and joints.
The postholder will need to be able to work effectively to support the team to achieve deadlines. The postholder will require a good knowledge of administration and possess strong organisational skills.
The postholder will be required to be proactive about collaborating with their colleagues across the localities and the Trust to problem solve and overcome issues as they arise. The postholder will be required to work using their own initiative and work on active improvement of patient pathways and wait times withn the unit.
'If we receive a high number of applications we reserve the right to close this vacancy at any point after 22nd May 2025'
Main duties of the job
This post requires an Administrator to answer enquiries in a courteous and professional manner both by telephone and face to face, 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 postholder is required to be the first point of contact for patients both by phone and face to face on reception, to support patients by providing a warm and professional greeting to all and directing visitors and patients to the appropriate person or area. This will also include making sure the reception area is clean and tidy to adhere to the health and safety policy as well as infection control.
The Administrator will work under the supervision and support of the Admin Lead to provide administration support to the localities within DynamicHealth.
Provide office administrative support to the MSK Physiotherapy Service and MSK Specialist Service.
Working for our organisation
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 seventh 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.
Detailed job description and main responsibilities
Assist in the administration of clinics including booking appointments, cancelling and re-scheduling of appointments using SystmOne, ensuring data quality at all times.
Answer telephone calls from members of the public, communicate information about the service, register the patients on systmone and arrange booked call backs for physiotherapy assessment in a courteous and friendly manner.
Complete the accurate registration and administration of referrals into SystmOne, clinical patient administration system.
Assist with monitoring of waiting lists and clinics for the weeks ahead and plan to ensure capacity is used appropriately. This includes sending online booking SMS’s to fill routine appointments and ensuring patients that have been contacted have the process followed for contact and discharging appropriately for all relevant areas.
Administer referrals from the electronic referral system, the self-referral system and the email inbox to include:
· retrieval and attachment of clinical referral information.
· Registering the patients and referral opening on SystmOne
· Adding the patients to appropriate waiting list for triage and questionnaire sending.
Maintain the waiting lists by:
· Processing the routine triage of referrals for all localities and pathways (Physio, Specialist and Pelvic Health).
· Responsibility for processing the urgent triage for all localities (Physio and Pelvic Health).
· Redirect referrals to other services, following clinical triage, such as referring to the community teams for physiotherapy.
· To support with the arrangements of relevant classes by sending invites and discharging patients who have not contacted as per SOP.
Receive, sort and distribute or action mail as appropriate via SystmOne emails, Post, Scanning, S1 documents inbox).
To assist with the B2 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 routine letters, appt booking, Spec to Physio tasks, Community referrals, adding patients to the appropriate waiting list and sending emails back to patients and healthcare professionals.
Maintain the Appointments for Booking waiting list and ensuring all the patients on the list are contacted and booked for an appointment in line with the process or time frame given.
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.
Ensure photocopying / scanning is carried out appropriately and dealt with accordingly.
Support with booking interpreter services for patients requiring a translator.
Deputising for other members of the team in their absence, working across units or at other locations as required. To include providing cover for reception duties.
Assist with keeping both manual and electronic management information systems up-to-date, including patient and staff information, ensuring accuracy, confidentiality and security of information at all times
In conjunction with colleagues monitor and maintain the effectiveness of systems and processes and suggest/implement change when necessary.
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.
Support with the ordering of equipment and stock via the oracle system.
Raise jobs with the estates team for any issues or concerns with the building.
The post holder will be expected to prioritise their own workload independently and work to tight deadlines dealing effectively with enquiries from GP’s, GP practice staff, other health professionals and patients.
Person specification
Qualifications and Training
Essential criteria
- GCSEs Grade C or equivalent including Maths and English
- Computer skills qualification or equivalent experience
Desirable criteria
- Business & Admin NVQ or equivalent
Experience
Essential criteria
- Knowledge and experience of working with computer systems
- Experience of working in an office environment
- Ability to prioritise workload and tasks
- Ability to work on own initiative and as part of a team
Desirable criteria
- Experience of working in the healthcare sector
- Experience of using SystmOne
Knowledge and Skills
Essential criteria
- Good communication skills including dealing with people who have communication difficulties e.g. English is not their first language etc
- General office experience with knowledge of Microsoft Word and Outlook
- Good telephone answering skills and customer care
Desirable criteria
- Previous experience of working in a busy and patient led service
Other
Essential criteria
- Ability to travel/support other locations as required.
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- James Marsh
- Job title
- Admin Lead
- Email address
- [email protected]
- Telephone number
- 07759 718969
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