Administrator | Cambridgeshire Community Services NHS Trust

Cambridgeshire Community Services NHS Tr; Wisbech; On-site; GBP 80,000 - 100,000; Full time

Job summary

A healthcare organization in Wisbech is seeking a dedicated Administrator to join their team. This full-time position involves managing clinic appointments, patient interactions, and administrative tasks. The ideal candidate should possess strong organizational and communication skills. The role requires proactive problem-solving and the ability to work independently in a dynamic healthcare environment. Join us in providing outstanding patient care and support.

Qualifications

• Good knowledge of administration required.
• Ability to work independently and on own initiative.
• Experience in a healthcare environment preferred.

Responsibilities

• Assist in administering clinics including appointment management.
• Answer telephone calls and register patients on SystmOne.
• Manage waiting lists and ensure capacity is used appropriately.

Skills

Organizational skills

Communication skills

Problem-solving skills

Tools

SystmOne

Oracle system

Job description

Overview

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 for an Administrator within our administrative team. The postholder will be required to support localities with unit wide working based at the North Cambs Hospital in Wisbech. DynamicHealth 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 the 1st October 2025."

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.

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.

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 waiting lists by processing routine triage of referrals for all localities and pathways (Physio, Specialist and Pelvic Health) and urgent triage where required; redirect referrals to other services following clinical triage; support arrangements of relevant classes by sending invites and discharging patients as per SOP.
• Receive, sort and distribute mail or action via SystmOne emails, Post, Scanning, S1 documents inbox.
• Assist with the B2 task group and related tasks (routine letters, appointment bookings, Community referrals, adding patients to waiting lists, emailing patients and healthcare professionals).
• Maintain the Booking waiting list and ensure all patients are contacted and booked for appointments in line with process/time frames.
• Act as the first point of contact for patient complaints and be familiar with the Complaints Policy; manage situations involving emotional or distressed patients.
• Ensure photocopying/scanning is carried out appropriately; support with booking interpreter services for patients requiring a translator.
• Deputise for other team members as required, including reception duties across units or locations.
• Assist with keeping manual and electronic management information systems up-to-date, ensuring accuracy, confidentiality and security of information.
• Monitor and maintain the effectiveness of systems and processes and suggest/implement changes where necessary; escalate issues through the line manager as per policy, including reporting incidents via Datix.
• Support with ordering of equipment and stock via the Oracle system; raise jobs with the estates team for building issues or concerns.
• Prioritise own workload independently and work to tight deadlines, dealing effectively with enquiries from GPs, GP practice staff, other health professionals and patients.

This advert closes on Monday 6 Oct 2025