Bone Health Caseload Administrator

Job Purpose Lead the day-to-day administration and coordination of the patient pathway within the Nottingham CityCare Bone Health Specialist Service, covering Nottingham City and South Nottinghamshire County. Coordinate referrals, appointments, investigations and patient communications 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 and other stakeholders regarding referrals, appointments and service enquiries. Support the collection, monitoring and reporting of service activity and performance data. Organise meetings, events and service-related activities, including preparation of agendas, documentation and meeting records. Dimensions The post holder will provide administrative and patient pathway coordination for the Nottingham CityCare Bone Health Specialist Service, which delivers care to patients across Nottingham City and South Nottinghamshire County. They will act as a key point of contact for patients, carers, GP practices, hospital teams and other healthcare professionals, ensuring effective communication and coordination throughout the patient journey. The post holder will support the management of the referral pathway and work across a range of electronic clinical and administrative systems, including Primary Care and Nottingham University Hospitals databases. They will be responsible for maintaining accurate, timely and confidential patient records in accordance with organisational policies and information governance standards. The post holder will contribute to the collection, monitoring and reporting of service activity and performance data, supporting the service to evidence outcomes, meet key performance indicators and identify opportunities for quality improvement. Working independently within established procedures, the post holder will exercise judgement when prioritising workload, managing competing demands and responding to enquiries, escalating complex clinical or operational issues to appropriate clinicians or managers. The role requires close working with multidisciplinary teams and external stakeholders to support the effective delivery of a specialist county-wide community bone health service. Key Responsibilities Co-ordinate the patient pathway within the Nottingham CityCare Bone Health Specialist Service, including maintaining waiting lists, booking appointments, arranging home visits and clinics, and ensuring timely progression through the service. Make referrals for routine blood tests in accordance with agreed clinical protocols or as advised by Specialist Nurses. Monitor clinical systems for blood test results, bone density scan results and other relevant clinical information. Accurately input, retrieve, collate and maintain patient and professional information on SystmOne and other relevant systems. Transcribe clinical information and test results accurately between clinical 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 professionals and partner organisations via telephone, email, letter and face-to-face contact. Use tact, diplomacy and discretion when dealing with sensitive, confidential or potentially distressing information. Provide non-clinical information and advice to patients, families and carers. Prioritise and manage workload effectively, responding to changing service demands and urgent issues as required. Recognise and appropriately escalate urgent telephone calls, emails and service requests. Respond flexibly to changes in service delivery to support continuity of care. Follow organisational policies and procedures and contribute suggestions for improvements to team working practices. Manage office systems and filing systems, ensuring records are maintained accurately and securely. Undertake general administrative, clerical and secretarial duties to support the service. Provide administrative and secretarial cover to ensure continuity of departmental support. Monitor stationery and office supplies and investigate discrepancies relating to orders when necessary. Maintain accurate personnel records, including annual leave. Process associated paperwork and initiate appropriate actions where required. Support communication and engagement with health, social care, voluntary and third-sector organisations. Contribute to the promotion of services and the wider Integrated Care System. Work collaboratively as part of a multidisciplinary team to meet service objectives. Participate in appraisal, supervision and mandatory training, identifying personal development needs. Undertake supervisory responsibilities, including staff supervision and appraisals. Undertake any other duties commensurate with the role, as delegated by the Clinical Service Manager. Job description Job responsibilities Job Purpose Lead the day-to-day administration and coordination of the patient pathway within the Nottingham CityCare Bone Health Specialist Service, covering Nottingham City and South Nottinghamshire County. Coordinate referrals, appointments, investigations and patient communications 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 and other stakeholders regarding referrals, appointments and service enquiries. Support the collection, monitoring and reporting of service activity and performance data. Organise meetings, events and service-related activities, including preparation of agendas, documentation and meeting records. Dimensions The post holder will provide administrative and patient pathway coordination for the Nottingham CityCare Bone Health Specialist Service, which delivers care to patients across Nottingham City and South Nottinghamshire County. They will act as a key point of contact for patients, carers, GP practices, hospital teams and other healthcare professionals, ensuring effective communication and coordination throughout the patient journey. The post holder will support the management of the referral pathway and work across a range of electronic clinical and administrative systems, including Primary Care and Nottingham University Hospitals databases. They will be responsible for maintaining accurate, timely and confidential patient records in accordance with organisational policies and information governance standards. The post holder will contribute to the collection, monitoring and reporting of service activity and performance data, supporting the service to evidence outcomes, meet key performance indicators and identify opportunities for quality improvement. Working independently within established procedures, the post holder will exercise judgement when prioritising workload, managing competing demands and responding to enquiries, escalating complex clinical or operational issues to appropriate clinicians or managers. The role requires close working with multidisciplinary teams and external stakeholders to support the effective delivery of a specialist county-wide community bone health service. Key Responsibilities Co-ordinate the patient pathway within the Nottingham CityCare Bone Health Specialist Service, including maintaining waiting lists, booking appointments, arranging home visits and clinics, and ensuring timely progression through the service. Make referrals for routine blood tests in accordance with agreed clinical protocols or as advised by Specialist Nurses. Monitor clinical systems for blood test results, bone density scan results and other relevant clinical information. Accurately input, retrieve, collate and maintain patient and professional information on SystmOne and other relevant systems. Transcribe clinical information and test results accurately between clinical 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 professionals and partner organisations via telephone, email, letter and face-to-face contact. Use tact, diplomacy and discretion when dealing with sensitive, confidential or potentially distressing information. Provide non-clinical information and advice to patients, families and carers. Prioritise and manage workload effectively, responding to changing service demands and urgent issues as required. Recognise and appropriately escalate urgent telephone calls, emails and service requests. Respond flexibly to changes in service delivery to support continuity of care. Follow organisational policies and procedures and contribute suggestions for improvements to team working practices. Manage office systems and filing systems, ensuring records are maintained accurately and securely. Undertake general administrative, clerical and secretarial duties to support the service. Provide administrative and secretarial cover to ensure continuity of departmental support. Monitor stationery and office supplies and investigate discrepancies relating to orders when necessary. Maintain accurate personnel records, including annual leave. Process associated paperwork and initiate appropriate actions where required. Support communication and engagement with health, social care, voluntary and third-sector organisations. Contribute to the promotion of services and the wider Integrated Care System. Work collaboratively as part of a multidisciplinary team to meet service objectives. Participate in appraisal, supervision and mandatory training, identifying personal development needs. Undertake supervisory responsibilities, including staff supervision and appraisals. Undertake any other duties commensurate with the role, as delegated by the Clinical Service Manager.