Bone Health Caseload Administrator
Posted 2 days 4 hours ago by NHS
Permanent
Part Time
Other
Nottinghamshire, Bulwell, United Kingdom, NG6 8
Job Description
An excitingopportunity has arisen for a Band 4 Bone Health Caseload Administrator to joinNottingham CityCare Partnerships Bone Health Service on a 12-month fixed-term contract working 30 hours per week.
This is an office-based role within a proactive, forward-thinkingservice that delivers evidence-based assessment, treatment, and follow-up forindividuals with osteoporosis and those at risk of fragility fractures.
Thesuccessful applicant will join a supportive multidisciplinary team andwill be responsible for the day-to-day coordination and administration of thepatient pathway within the Bone Health Service. This includes managingreferrals, waiting lists, appointments and home visits, and supportingclinicians with triage and pathway navigation across primary and secondary caresystems.
Working pattern: Service hours areMonday to Friday, 08:0016:00.
The team is based at Bulwell Riverside with theservice covering Nottingham City and South Nottinghamshire County. The teamprovides a supportive environment, offering opportunities to learn, develop,and grow within a community service.
Main duties of the job Coordinatethe day-to-day administration of the patient pathway within the NottinghamCityCare Bone Health Specialist Service.
Managereferrals, waiting lists, appointments, and home visits using SystmOne andother clinical systems.
Supportclinicians with pathway coordination, including triage support and signpostingpatients to appropriate services.
Arrangeroutine investigations in line with agreed clinical protocols and monitorsystems for test and scan results.
Accuratelyinput, retrieve, monitor, and transcribe patient information across multipleelectronic clinical systems, ensuring high data quality and confidentiality.
Actas a key point of contact for patients, families, carers, clinicians, andexternal stakeholders, providing nonclinical advice and information.
Communicateprofessionally and sensitively via telephone, email, letter, and facetoface,prioritising urgent issues appropriately.
Supportservice performance and governance through data collection, reporting, andorganisation of meetings and service activities.
Prioritiseand manage own workload independently, responding flexibly to changes inservice demand to ensure continuity of care.
Maintainand improve office systems and administrative processes in line with policiesand in collaboration with the wider team.
Job responsibilities Job Purpose
Lead the day-to-day administration and coordination of the patientpathway within the Nottingham CityCare Bone Health Specialist Service, coveringNottingham City and South Nottinghamshire County.
Coordinate referrals, appointments, investigations and patientcommunications to ensure a seamless patient journey.
Support referral triage processes in conjunction with clinicians,ensuring patients are directed to the most appropriate pathway.
Liaise with patients, carers, GP practices, hospital departments andother stakeholders regarding referrals, appointments and service enquiries.
Support the collection, monitoring and reporting of service activity andperformance data.
Organise meetings, events and service-related activities, includingpreparation of agendas, documentation and meeting records.
Dimensions
Thepost holder will provide administrative and patient pathway coordination forthe Nottingham CityCare Bone Health Specialist Service, which delivers care to patientsacross Nottingham City and South Nottinghamshire County. They will act as a keypoint of contact for patients, carers, GP practices, hospital teams and otherhealthcare professionals, ensuring effective communication and coordinationthroughout the patient journey.
The post holder will support the management of the referral pathway and work across a range of electronicclinical and administrative systems, including Primary Care and NottinghamUniversity Hospitals databases. They will be responsible for maintaining accurate,timely and confidential patient records in accordance with organisationalpolicies and information governance standards.
The post holder will contributeto the collection, monitoring and reporting of service activity and performancedata, supporting the service to evidence outcomes, meet key performanceindicators and identify opportunities for quality improvement.
Working independently withinestablished procedures, the post holder will exercise judgement whenprioritising workload, managing competing demands and responding to enquiries,escalating complex clinical or operational issues to appropriate clinicians ormanagers. The role requires close working with multidisciplinary teams andexternal stakeholders to support the effective delivery of a specialistcounty-wide community bone health service.
Key Responsibilities
Co-ordinate the patient pathway within theNottingham CityCare Bone Health Specialist Service, includingmaintaining waiting lists, booking appointments, arranging home visits andclinics, and ensuring timely progression through the service.
Make referrals for routine blood tests in accordance with agreedclinical protocols or as advised by Specialist Nurses.
Monitor clinical systems for blood test results, bone density scanresults and other relevant clinical information.
Accurately input, retrieve, collate and maintain patient andprofessional information on SystmOne and other relevant systems.
Transcribe clinical information and test results accurately betweenclinical records systems when required.
Support data collection, reporting and audit activity for the service.
Book and manage home visits and clinic appointments using SystmOne.
Communicate effectively with patients, carers, healthcare professionalsand partner organisations via telephone, email, letter and face-to-facecontact.
Use tact, diplomacy and discretion when dealing with sensitive,confidential or potentially distressing information.
Provide non-clinical information and advice to patients, families andcarers.
Prioritise and manage workload effectively, responding to changingservice demands and urgent issues as required.
Recognise and appropriately escalate urgent telephone calls, emails andservice requests.
Respond flexibly to changes in service delivery to support continuity ofcare.
Follow organisational policies and procedures and contribute suggestionsfor improvements to team working practices.
Manage office systems and filing systems, ensuring records aremaintained accurately and securely.
Undertake general administrative, clerical and secretarial duties tosupport the service.
Provide administrative and secretarial cover to ensure continuity ofdepartmental support.
Monitor stationery and office supplies and investigate discrepanciesrelating to orders when necessary.
Maintain accurate personnel records, including annual leave.
Process associated paperwork and initiate appropriate actions whererequired.
Support communication and engagement with health, social care, voluntaryand third-sector organisations.
Contribute to the promotion of services and the wider Integrated CareSystem.
Work collaboratively as part of a multidisciplinary team to meet serviceobjectives.
Participate in appraisal, supervision and mandatory training,identifying personal development needs.
Undertake supervisory responsibilities, including staff supervision andappraisals.
Undertake any other duties commensurate with the role, as delegated bythe Clinical Service Manager.
Person Specification Skills and Attributes
This is an office-based role within a proactive, forward-thinkingservice that delivers evidence-based assessment, treatment, and follow-up forindividuals with osteoporosis and those at risk of fragility fractures.
Thesuccessful applicant will join a supportive multidisciplinary team andwill be responsible for the day-to-day coordination and administration of thepatient pathway within the Bone Health Service. This includes managingreferrals, waiting lists, appointments and home visits, and supportingclinicians with triage and pathway navigation across primary and secondary caresystems.
Working pattern: Service hours areMonday to Friday, 08:0016:00.
The team is based at Bulwell Riverside with theservice covering Nottingham City and South Nottinghamshire County. The teamprovides a supportive environment, offering opportunities to learn, develop,and grow within a community service.
Main duties of the job Coordinatethe day-to-day administration of the patient pathway within the NottinghamCityCare Bone Health Specialist Service.
Managereferrals, waiting lists, appointments, and home visits using SystmOne andother clinical systems.
Supportclinicians with pathway coordination, including triage support and signpostingpatients to appropriate services.
Arrangeroutine investigations in line with agreed clinical protocols and monitorsystems for test and scan results.
Accuratelyinput, retrieve, monitor, and transcribe patient information across multipleelectronic clinical systems, ensuring high data quality and confidentiality.
Actas a key point of contact for patients, families, carers, clinicians, andexternal stakeholders, providing nonclinical advice and information.
Communicateprofessionally and sensitively via telephone, email, letter, and facetoface,prioritising urgent issues appropriately.
Supportservice performance and governance through data collection, reporting, andorganisation of meetings and service activities.
Prioritiseand manage own workload independently, responding flexibly to changes inservice demand to ensure continuity of care.
Maintainand improve office systems and administrative processes in line with policiesand in collaboration with the wider team.
Job responsibilities Job Purpose
Lead the day-to-day administration and coordination of the patientpathway within the Nottingham CityCare Bone Health Specialist Service, coveringNottingham City and South Nottinghamshire County.
Coordinate referrals, appointments, investigations and patientcommunications to ensure a seamless patient journey.
Support referral triage processes in conjunction with clinicians,ensuring patients are directed to the most appropriate pathway.
Liaise with patients, carers, GP practices, hospital departments andother stakeholders regarding referrals, appointments and service enquiries.
Support the collection, monitoring and reporting of service activity andperformance data.
Organise meetings, events and service-related activities, includingpreparation of agendas, documentation and meeting records.
Dimensions
Thepost holder will provide administrative and patient pathway coordination forthe Nottingham CityCare Bone Health Specialist Service, which delivers care to patientsacross Nottingham City and South Nottinghamshire County. They will act as a keypoint of contact for patients, carers, GP practices, hospital teams and otherhealthcare professionals, ensuring effective communication and coordinationthroughout the patient journey.
The post holder will support the management of the referral pathway and work across a range of electronicclinical and administrative systems, including Primary Care and NottinghamUniversity Hospitals databases. They will be responsible for maintaining accurate,timely and confidential patient records in accordance with organisationalpolicies and information governance standards.
The post holder will contributeto the collection, monitoring and reporting of service activity and performancedata, supporting the service to evidence outcomes, meet key performanceindicators and identify opportunities for quality improvement.
Working independently withinestablished procedures, the post holder will exercise judgement whenprioritising workload, managing competing demands and responding to enquiries,escalating complex clinical or operational issues to appropriate clinicians ormanagers. The role requires close working with multidisciplinary teams andexternal stakeholders to support the effective delivery of a specialistcounty-wide community bone health service.
Key Responsibilities
Co-ordinate the patient pathway within theNottingham CityCare Bone Health Specialist Service, includingmaintaining waiting lists, booking appointments, arranging home visits andclinics, and ensuring timely progression through the service.
Make referrals for routine blood tests in accordance with agreedclinical protocols or as advised by Specialist Nurses.
Monitor clinical systems for blood test results, bone density scanresults and other relevant clinical information.
Accurately input, retrieve, collate and maintain patient andprofessional information on SystmOne and other relevant systems.
Transcribe clinical information and test results accurately betweenclinical records systems when required.
Support data collection, reporting and audit activity for the service.
Book and manage home visits and clinic appointments using SystmOne.
Communicate effectively with patients, carers, healthcare professionalsand partner organisations via telephone, email, letter and face-to-facecontact.
Use tact, diplomacy and discretion when dealing with sensitive,confidential or potentially distressing information.
Provide non-clinical information and advice to patients, families andcarers.
Prioritise and manage workload effectively, responding to changingservice demands and urgent issues as required.
Recognise and appropriately escalate urgent telephone calls, emails andservice requests.
Respond flexibly to changes in service delivery to support continuity ofcare.
Follow organisational policies and procedures and contribute suggestionsfor improvements to team working practices.
Manage office systems and filing systems, ensuring records aremaintained accurately and securely.
Undertake general administrative, clerical and secretarial duties tosupport the service.
Provide administrative and secretarial cover to ensure continuity ofdepartmental support.
Monitor stationery and office supplies and investigate discrepanciesrelating to orders when necessary.
Maintain accurate personnel records, including annual leave.
Process associated paperwork and initiate appropriate actions whererequired.
Support communication and engagement with health, social care, voluntaryand third-sector organisations.
Contribute to the promotion of services and the wider Integrated CareSystem.
Work collaboratively as part of a multidisciplinary team to meet serviceobjectives.
Participate in appraisal, supervision and mandatory training,identifying personal development needs.
Undertake supervisory responsibilities, including staff supervision andappraisals.
Undertake any other duties commensurate with the role, as delegated bythe Clinical Service Manager.
Person Specification Skills and Attributes
- Excellent organisational and time management skills
- Ability to prioritise workload, respond to urgent requests, and adapt to changing demands
- Strong communication skills, both written and verbal
- Ability to communicate sensitively and professionally with patients, carers, and staff
- High level of accuracy and attention to detail
- Ability to use initiative and exercise judgement within role boundaries
- Strong IT skills, including use of multiple systems and Microsoft Office applications
- Ability to support service improvement by identifying more efficient ways of working
- Ability to analyse and present data in a clear and accurate manner
- Confidence in liaising with clinicians and external stakeholders
- Significant administrative experience within a busy office or service environment
- Experience of working independently and managing a varied workload
- Experience of prioritising tasks to meet competing deadlines
- Experience of communicating with a wide range of people, including members of the public and professionals
- Experience of maintaining accurate records and handling confidential information
- Experience working within an NHS or healthcare setting
- Experience supporting a clinical service or patient pathway
- Experience of referral management, waiting lists, or appointment booking
- Experience assisting with data collection, audits, or performance reporting
- Experience using SystmOne or other NHS clinical systems
- Experience navigating multiple health or organisational databases
- Ability to work flexibly to meet service needs
- Commitment to Trust values, policies, and procedures
- GCSEs (or equivalent) including English and Maths at Grade 4/C or above
- NVQ Level 3 in Business Administration . click apply for full job details