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Senior Administrator
The closing date is 22 February 2026
An exciting opportunity has arisen for a Senior Administrator within Dynamic Health – the Musculoskeletal Physiotherapy and Specialist Services provider for Cambridgeshire. This is a fixed‑term part‑time position of 30 hours a week. The position is based at North Cambs Hospital, Rowan Lodge, Churchill Rd, Wisbech PE13 3AB.
Dynamic Health forms part of Cambridgeshire Community Services NHS Trust; we are proud to provide high quality innovative services that enable people to receive care closer to home and live healthier lives. Dynamic Health provides specialised community service across Cambridgeshire and Peterborough, for adults experiencing muscle, nerve and joint issues. The team are passionate about delivering effective, evidence‑based, sustainable care for NHS users.
We operate across six sites with three administrative locality hubs. This post is within the locality of Peterborough and Wisbech, where you will help provide a flexible, innovative administration service that underpins the effective delivery of Musculoskeletal Physiotherapy and Specialist Services provided by the CCS.
Our employee benefits include:
* Excellent pension, maternity and sick pay schemes
* Family friendly working patterns
* Free parking
* Live Life Well Initiative
If you are looking for a challenge, enjoy variety in your work and wish to be part of a team striving to make a difference, we would like to hear from you.
Main duties of the job
We are looking for a self‑motivated, positive and committed team member to join our service. It is essential that you are efficient, flexible, adaptable and able to demonstrate a tactful and diplomatic approach.
The role will require you to provide office and administrative support using our systems and processes to the MSK Physiotherapy Service and MSK Specialist Service. Initiative to handle/prioritise your own workload will be essential.
You will need to work effectively in an environment that can at times be pressurised, supporting a team to meet deadlines. You will have good knowledge of administration and possess strong organisational skills.
You will support your team and work collaboratively with other locality cohorts across the unit, reporting to the Admin Lead, to accomplish and deliver effective services for patients throughout Cambridgeshire and Peterborough.
Our ideal candidate is proactive about collaborating with colleagues across the Trust to problem‑solve and overcome issues as they arise. They will be able to work using their own initiative and on active improvement of patient pathways and wait times within the unit.
They would have a good working knowledge of Microsoft applications – Word, Excel, databases – with desirable knowledge of SystmOne and the Electronic Referral System (e‑RS).
Should we receive a high number of applications we reserve the right to close this vacancy at any point after 16th February 2026
About us
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.
Job responsibilities
This post requires the holder to work collaboratively across our sites as and when required.
To provide an office administrative support service to the MSK Physiotherapy Service and MSK Specialist Service.
Answer enquiries in a courteous and professional manner by telephone, ensuring all messages and information are communicated appropriately. Independent judgement will be required to determine whether the message needs to be dealt with by a qualified practitioner and whether urgent action is warranted.
The post holder may be the first point of contact for patient complaints and is expected to be familiar with the Complaints Policy, handling such situations in a professional manner.
Maintain the waiting lists by:
* Processing the routine triage of referrals for all localities and pathways (Specialist)
* Processing the urgent triage for all localities (Specialist)
* Redirecting referrals to other services, following clinical triage, such as referring to secondary care
Attend to the process of Access To Records (ATRs) in relation to redacting and collating links with the Admin Lead and Clinical Lead.
Ensure GP referrals are added to the relevant waiting lists and appointments are booked into the appropriate services via SystmOne.
Maintain and oversee SystmOne tasks lists on behalf of the MSK Service and liaise with GPs or admin staff within GP practices as appropriate.
Process referrals on the Electronic Referral Service (eRS) and SystmOne, including booking of appointments and attachment and retrieval of appropriate clinical letters.
Assist with the B3 task group and work through tasks in date order to complete them efficiently and timely. Tasks may include consultant letters, diagnostic requests, physio to specialist tasks, appointment booking, community referrals, adding patients to the appropriate waiting list and sending emails back to patients and healthcare professionals.
Manage and maintain patient information as required by SystmOne.
Apply and maintain staff rotas on SystmOne, recording annual leave, training days, non-working days and meetings.
Assist in the cancellation and rescheduling of clinic appointments on SystmOne in line with clinician requests for annual leave and sickness.
Attend and take minutes at meetings as required.
Support the medicine management process for the bases, with receipt of delivery, adhering to the medicine management policy.
Provide support with ordering stationery, clinical and ad‑hoc items using the relevant purchasing system and receipting orders following delivery.
Ensure scanning of documents and photocopying and managing post as required.
Provide reception support for the department as and when needed, liaising with patients, parents or guardians to arrange appointments, registering patients, obtaining diagnostic results and ensuring timely booking within the 18‑week protocols.
Undertake any other duties appropriate to the banding and support the Admin Lead as required.
Support projects, working groups and collaborate with Administrators and Admin Leads to implement as and when required.
Lead the Admin Leads in supporting the Referral To Treatment (RTT) process.
Escalate issues through to the line manager to ensure problems are managed in line with policy, including reporting incidents through the Datix system for investigation by the line manager.
Raise jobs with the estates team for any building issues or concerns.
Person Specification
Experience
* Experience of working in a customer service environment with the public
* General office experience with knowledge of Microsoft Word, Excel and Outlook
* 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
* Proficient organisational skills
* Good telephone answering skills and customer care skills
* Excellent communication and interpersonal skills
* Ability to handle conflict and empathise with service users who may have challenging situations
* A good level of accuracy and attention to detail
* Previous experience of working in a busy and patient‑led service
* Good knowledge of clinical terminology
Qualifications
* GCSEs Grade C/5 or equivalent including Maths and English
* Business & Admin NVQ or equivalent relevant experience
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires Disclosure and Barring Service (formerly the CRB) checks for any previous criminal convictions.
Cambridgeshire Community Services NHS Trust
£24,937 to £26,598 a year, pro‑rata
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