Administration Assistant | Cambridgeshire Community Services NHS Trust

Cambridgeshire Community Services NHS Tr; Ely; On-site; GBP 40,000 - 60,000; Full time

Job summary

A healthcare organization is seeking a full-time Administrator to join their administrative team at Princess of Wales Hospital, Ely. The role involves booking appointments, managing referrals, and ensuring data quality using SystmOne. Ideal candidates should have strong organizational and communication skills, and experience in a healthcare setting is preferred. This position requires effective handling of sensitive patient information and independent prioritization of workload.

Qualifications

• Experience in administration supporting healthcare services.
• Ability to handle sensitive information confidentially.
• Good customer service skills for addressing patient inquiries.

Responsibilities

• Assist in the administration of clinics including booking appointments.
• Communicate information about the service to patients.
• Maintain waiting lists and process referrals effectively.

Skills

Organizational skills

Communication skills

Data management

Tools

SystmOne

Job description

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

We have a full-time 1 year fixed term vacancy working 37.5 hours per week, Monday to Friday 08:00 - 16:00 for an Administrator within our administrative team.

The postholder will be required to support localities with unit wide working based at Princess of Wales Hospital, Ely.

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.

Main Duties and 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.
• Administer referrals from the electronic referral system, the self-referral system and the email inbox.
• Maintain the waiting lists by processing the routine triage of referrals for all localities and pathways.
• Receive, sort and distribute or action mail as appropriate via SystmOne emails, Post, Scanning, S1 documents inbox).
• Assist with the B2 task group and working through the tasks in date order to complete them in an efficient and timely manner.

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 postholder 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.

The post holder will be expected to 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.

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.
• Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

This advert closes on Thursday 16 Oct 2025. If we receive a high number of applications we reserve the right to close this vacancy at any point after 10th October 2025.