Administration Assistant

East of England Community Health and Care NHS Trust (Cambridgeshire); Huntingdon; On-site; GBP 25,000 - 28,000; Part time

Job summary

East of England Community Health and Care NHS Trust (Cambridgeshire) is seeking an Administration Assistant (Band 2) to join the Dynamic Health MSK team at Hinchingbrooke Hospital, Huntingdon. The role is part-time, 18.75 hours per week, with flexible working patterns and a pro-rata salary.

You will provide reception, patient registration and clinic administration support, handle referrals in SystmOne, and assist with waiting lists.

Qualifications

• GCSEs (A-C) including Maths and English or equivalent
• Business & Admin NVQ or equivalent
• Good communication and customer-care skills
• Experience with SystmOne is desirable

Responsibilities

• Answer enquiries courteously by phone and in person
• Reception duties and directing visitors to the appropriate person/area
• Register referrals and manage waiting lists using SystmOne
• Book and reschedule appointments and support admin leads in the MSK service

Skills

Communication skills

Telephone skills

Customer focus

Education

GCSEs Grade C incl. Maths & English

Business & Admin NVQ or equivalent

Tools

SystmOne

Microsoft Word

Outlook

Job description

Main area Dynamic Health Physiotherapy Grade Band 2 Contract Permanent Hours

• Part time
• Flexible working

18.75 hours per week (Monday - 8-4pm, the rest of the hours are negotiable.) Job ref 448-AMB-8260213

Employer East of England Community Health and Care NHS Trust (Cambridgeshire) Employer type NHS Site Dynamic Health - Hinchingbrooke Hospital Town Huntingdon Salary £25,272 per annum, pro-rata Salary period Yearly Closing 13/09/2026 23:59 Interview date 24/09/2026

Administration Assistant

Band 2

East of England Community Health and Care NHS Trust delivers expert healthcare in people’s homes, community hospitals and local settings across the East of England.

Our nurses, therapists, clinicians, support teams and partners work together to provide coordinated care that supports independence, recovery and wellbeing. We believe people are best cared for close to home, in the communities where they live and belong.

By combining professional expertise with strong local relationships, we help people stay well, feel supported and access the right care at the right time. Expert healthcare, close to home, trusted by our communities.

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.

East of England Community Health and Care NHS Trust is committed to creating a modern and inclusive work environment. We actively promote flexible working opportunities where possible to meet the needs and wishes of our workforce and maintain and improve their wellbeing. We also offer flexible working patterns and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.

We welcome applications from people who share our values and can help us deliver outstanding care in our local community.

Before applying for this vacancy, please make sure you’re familiar with ongoing GOV.uk sponsorship eligibility criteria which will impact the organisations ability to provide sponsorship, whether this is currently or in the future.

Please note, our selection processes are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications is monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.

Please note all new starters will be subject to a 6 month probationary period.

Job overview

Dynamic Health - Musculoskeletal Physiotherapy and Specialist Services are looking for an enthusiastic, self-motivated and dedicated individual to join our service.

We have a permanent, part-time vacancy working 18.75 hours per week, Monday - 8-4pm, with the rest of the hours negotiable for an Administrator within our administrative team.

The postholder will be required to support localities with unit wide working based at Hinchingbrooke Hospital in 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 within the unit.

'If we receive a high number of applications we reserve the right to close this vacancy at any point after 4th September 2026'

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.

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.

To support with the medicine management process for the bases, with receipt of delivery, adhering to the medicine management policy.

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 elevate 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.

Communication

The post holder will be familiar with the Complaints Policy as the first point of contact for patient complaints, ensuring that these are dealt with appropriately and escalated as necessary.

Liaise effectively with clinical, professional and administrative personnel including those from other disciplines, General Practitioners and associated staff. Liaising with patients, carers and the general public both directly and indirectly, in a polite and tactful manner, this may include dealing with difficult and aggressive people both face to face and on the telephone.

Communicate effectively with patients including those with linguistic and cultural barriers both face to face and on the telephone including dealing with complex or sensitive information.

To use information technology for communication including voicemail and email and for collecting medical data via SystmOne and the Choose and book system, reporting faults and problems with systems to the Information Technology technicians.

Budgetary Responsibility

Assist with raising purchase orders, receiving deliveries and checking payments in line with policy and procedures.

Observe a personal duty of care when operating equipment, moving deliveries and maintaining stock control.

Requisition medical and stationery equipment as necessary to ensure availability in a timely manner and minimum stock levels maintained.

People Management

Support other administrative colleagues with changes and expectations within the Service

Maintaining own professional development and requirement to take part in appraisal and KSF process

Support the admin leads when required with the recruitment process for shortlisting & interviewing.

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by East of England Community Health & Care NHS Trust.

The post holder must participate in audits of working practices and patient satisfaction as required

Provide patients and their families/carers with up-to-date information on standards they should expect from the team

Participate in management supervision on a regular basis

The post holder is required to participate in relevant emergency preparedness process for their team.

Person specification

Qualifications and Training

• GCSEs Grade C or equivalent including Maths and English
• Business & Admin NVQ or equivalent

Experience

• 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
• Experience of working in the healthcare sector
• Experience of using SystmOne

Knowledge and Skills

• 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
• Previous experience of working in a busy and patient led service

Other

• Ability to travel/support other locations as required.

Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.

If you need this application in an offline format, please let us know.

Immigration Status – East of England Community Health and Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against eligible roles. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.

Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.

Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA.

Redeployment - Please note that in the first instance priority for this vacancy will be given to staff who are on the Trusts Redeployment Register.

Closing and Interview Dates -This vacancy may close early if sufficient applicants are received.

Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.

ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!