Senior Data Administrator - Musculoskeletal (MSK) Services The closing date is 01 June 2026
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 (SDH&C) 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.
Main duties of the job To provide a high level of administrative support to the MSK team. This will include liaising with clinicians, service users, referring parties and other administrative or partner organisation staff.
Respond to all queries in a timely and professional manner.
To provide regular reviews on 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 and operational managers, team leaders and clinicians for a specified range of services.
Contribute to the continual review & evaluation of all administrative systems and procedures and associated policies in order that improvements and developments can be made.
Job responsibilities Administration
- Support the business unit in the delivery of services across the business 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.
- Provide regular reviews on the MSK services waiting list data, identifying trends, escalating concerns and pro-actively assisting with the management of these lists and problem solving solutions.
- Attend and participate in relevant meetings e.g. with MSK Team, SPA, Local Administrators, EMIS team.
- Raise and manage orders for the MSK service through NHS Supply Chain and SBS, liaising with local clinical and administrative staff to co ordinate these orders.
- Participate in the development and updating of standard operating procedures (SOPs) for all administrative processes.
- Plan, co ordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Clinical Manager/Operations Manager. Act as the line manager of a designated group of administrators, monitoring delivery of the workflow, allocating and checking work to ensure an efficient and effective admin service is provided to all clinicians and clinical team managers in a timely manner. Allocate and re allocate tasks on a daily basis as required as organisational priorities change.
- Contribute to the process of rota planning and flexible working within the team to ensure that workflow is managed between different tasks on all sites and that reception areas are covered at all times.
- Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action.
- Provide data to inform the staffing plan to recruit and develop admin staff in line with changing business needs and budget, participating in recruitment tasks, sitting on interview panels and inducting new members of staff.
- Provide starters induction and leavers processes of MSK personnel; liaising with HR and IM&T as appropriate to ensure that all processes and resource logs are accurately maintained, with assets, resources and access to IT systems managed to information governance and other policy standards.
- Participate in the communication and information cascade to the MSK team and associated administrators within the business unit via team meetings and other communication methods. Maintain good communications with clinicians and managers in relation to the administration and customer services provided by the team.
- Responsible for the formal supervision and performance management reviews of a delegated group of administrators from within the business unit, identifying training and skills development needs to feed the training plan, to ensure that individuals within the admin team have the knowledge and skills required to perform and deliver their specified job tasks.
- Evaluate, monitor and support the development of skills within the administrative team to enable the full range of tasks to be completed as required; providing advice and guidance as appropriate and alerting the Clinical Manager/Operational Manager to any additional support or action required to achieve the skills gain required.
- Prioritise and take responsibility for own workload; recognise and support colleagues who need guidance and assistance.
- Responsible for the implementation and monitoring of annual leave and absence management processes, statutory and mandatory training attendance and other HR policies for the MSK team within the business unit.
- Maintain securely the personnel records of administrators and clinical personnel on behalf of clinical managers, in accordance with the confidentiality policy and data protection act.
- Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff purposes.
- Participate in the initial stages of performance management, grievance and discipline procedures, when appropriate.
- Investigate any 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; undertaking delegated tasks to manage the shared site and resources smoothly and efficiently.
- Attend site user meetings and alert the Clinical Manager/Operations Manager to any accommodation relocation, exchange, new use requests and vacancy of rooms that are reported in the course of the working role.
- 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, completing documentation in the correct time frame. Alert the Clinical/Operations Manager to any risks that need urgent attention.
- Monitor the functioning of patient management systems and communications technologies across the business unit and alert the Clinical/Operational Manager to any issues.
- Work in partnership with the Procurement and Estates Senior Administrator to ensure that all purchasing and procurement is carried out in line with procurement policies and processes. Coordinate ordering on site to ensure minimum waste, best price and that the correct procedures have been adhered to.
- Ensure appropriate level of stationary, office supplies and clinical equipment and materials are available to meet administration and clinical team needs, and ensure that stocks are stored securely with effective stock monitoring in place.
- Undertake regular monitoring of all site equipment ensuring it is maintained in good working order, reporting issues to Estate and Facilities Services to arrange for appropriate maintenance and repair work to be carried out where necessary and once authorised.
- Ensure that all estates repairs are reported in line with the estates procedure, alerting the NHS Property Services to any new works required or repairs not being delivered in a timely manner.
- Undertake regular monitoring of accommodation in accordance with health and safety regulations, alerting the Clinical/Operations Manager to issues identified. Act as first point of contact for health and safety issues including fire duties, security and first aid.
- Assist in the coordination, completion and reporting of audits of site based equipment, estate and services received, to support contract monitoring and quality standards under CQC and other regulations.
- Coordinate and monitor the ordering, delivery, collection and stock taking of Equipment Store daily leaving equipment peripheral store, if located within the business unit.
- Undertake actions on Medical Devices Agency safety notices or hazard warning notices as requested by the Clinical Manager/Operations Manager, Governance team administrator, or clinical manager.
- Undertake any delegated role and support others to fulfil responsibilities as local fire officers to coordinate evacuation procedures, first aid procedures and health and safety procedures.
- Support the clinical managers in the development of clinical service business continuity plans and in the development of site specific business continuity plans. Participate in the programme of review and complete any actions allocated. . click apply for full job details