Surrey Downs Health & Care
We are looking for a dynamic and enthusiastic administrator with a particular interest in interpreting and presenting data to join and help develop our team.
The successful candidate will provide a high level of administrative support to the MSK team within Surrey Downs Health and Care Community Services through oversight and management of all referral and administration related work within MSK. This will include liaising with clinicians, service users, referring parties and other administrative or partner organisation staff. We expect the successful candidate to lead by example in ensuring an efficient, patient focused service.
A strong understanding of data, Microsoft Excel and EMIS are essential; along with the confidence to articulate any issues and problem‑solve solutions.
Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equity and inclusion through best practice working, monitoring, training and evaluation.
Responsibilities:
* Respond to all queries in a timely and professional manner.
* Provide regular reviews of the MSK service’s waiting list data, identify trends, report any concerns and pro‑actively assist with the management of these lists.
* Participate in the recruitment and line‑manage a team of administrators who are responsible for delivering a high quality efficient administration service.
* Work closely with and deliver a wide range of high quality efficient administration services to clinical leads, operational managers, team leaders and clinicians for a specified range of services.
* Contribute to the continual review and evaluation of all administrative systems and procedures and associated policies to enable improvements and developments.
* Support the business unit in the delivery of services across the unit and in developing standardised administration processes.
* Support the Clinical Leads and Managers in ensuring high quality customer service and key performance indicators are met.
* Attend and participate in relevant meetings such as with the MSK Team, SPA, local administrators and the EMIS team.
* Be responsible for raising and managing orders for the MSK service through NHS Supply Chain and SBS.
* Participate in the development and updating of standard operating procedures for all administrative processes.
* Plan, coordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Clinical Manager/Operations Manager.
* Act as line manager of a designated group of administrators, monitoring delivery of workflow, allocating and checking work.
* Contribute to the process of rota planning and flexible working within the team.
* Ensure all public and professional enquiries are dealt with efficiently, politely and confidentially.
* Provide data to inform the staffing plan to recruit and develop admin staff; participate in recruitment tasks, sit on interview panels and induct new members of staff.
* Manage the starter induction and leaver processes of MSK personnel, liaising with HR and IM&T.
* Participate in communication and information cascade to the MSK team and associated administrators.
* Responsible for formal supervision and performance management reviews of a delegated group of administrators.
* Evaluate, monitor and support development of skills within the administrative team.
* Prioritise and take responsibility for own workload; support colleagues as needed.
* Responsible for implementation and monitoring of annual leave and absence management processes, statutory and mandatory training attendance.
* Maintain securely personnel records of administrators and clinical personnel.
* Maintain emergency contact details for emergency planning and safe working practices.
* Participate in initial stages of performance management, grievance and discipline procedures.
* Investigate internal or external complaints relating to the administration service in line with the SDH&C complaints policy.
Estates, Procurement, Medical Devices and Business Continuity
* Support the clinical manager/operations manager in their role as premises manager for the sites within the business unit; manage shared site and resources.
* Attend site user meetings and alert the manager to any accommodation relocation, new use requests and vacation of rooms.
* Ensure any non‑clinical accident or incident involving admin personnel or a member of the public is reported in line with the SDH&C policy.
* Monitor functioning of patient management systems and communications technologies and alert the manager to any issues.
* Work in partnership with the Procurement and Estates Senior Administrator to ensure purchasing and procurement is carried out in line with policies.
* Ensure appropriate level of stationery, office supplies and clinical equipment is available and stocked securely.
* Undertake regular monitoring of all site equipment ensuring it is maintained in good working order.
* Report all estates repairs to NHS property services as required.
* Undertake regular monitoring of accommodation in accordance with health and safety regulations.
* Act as first point of contact for health and safety issues including fire duties, security and first aid.
* Co‑ordinate and monitor the ordering, delivery, collection and stock taking of Equipment Store.
* Handle medical devices agency safety notices or hazard warning notices.
* Support the development of clinical service business continuity plans.
* Be aware of and comply with emergency planning and business continuity policies and plans.
Qualifications and Skills:
* Strong understanding of data analysis.
* Proficiency in Microsoft Excel.
* Experience with EMIS software.
* Excellent communication and problem‑solving skills.
* Experience in leadership and staff management.
* Knowledge of NHS procurement and estates processes.
Please refer to the job description and person specification for more details.
This advert closes on Monday 1 Jun 2026.
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