Senior Data Administrator - Musculoskeletal (MSK) Services | Surrey Downs Health and Care

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 (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.

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.

Surrey Downs Health and Care deliver care closer to people’s own communities through our Primary Care Networks, Community Hospitals, Specialist Services and our innovative partnership of local NHS organisations.

Surrey Downs Health and Care has a track record of providing person centered care that goes beyond organisational boundaries to do what is best for the individual.

This partnership includes

• The three GP federations GP Health Partners, Dorking Health Care and Surrey Medical Network representing practices that operate in the Surrey Downs area
• Epsom and St Helier’s University Hospitals NHS Trust
• Surrey County Council

Historically, there have been boundary lines between the organisations that provide care to people in their homes, in GP surgeries and in hospitals, but we have always been united in our mission to provide great care to the people who need us.

It’s on those grounds that the Surrey Downs Health and Care was formed – we want local people to receive the care that they need in the right environment. By bringing together our expertise, we can improve patient care and enable local people to access the right support, care and treatment more easily than ever before.

In bringing this partnership together, we are working to the same set of values that will translate into better care for our residents.

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.
• To provide regular reviews on the MSK service’s waiting list data. Identifying any trends, escalating any concerns; pro-actively assisting with the management of these lists and problem solve solutions.
• Attend and participate in relevant meetings e.g. with MSK Team, SPA, Local Administrators, EMIS team.
• Be responsible for raising and managing 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 up-dating of standard operating procedures (SOP’s) for all administrative processes.
• To plan, co-ordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Clinical Manager/Operations Manager. Acting 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. Allocating and re-allocating 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 work flow 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 & develop admin staff in line with changing business needs and budget, participating in the recruitment tasks; sitting on interview panels and inducting new members of staff.
• Provide the 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 communications methods. And to 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.
• To prioritise and take responsibility for own work load 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.
• To participate in the initial stages of performance management, grievance and discipline procedures, when appropriate.
• Participate in the investigation of 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

1. 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.

2. Attend site user meetings and alert the Clinical Manager/Operations Manager to any accommodation relocation, exchange, new use requests and vacation of rooms that are reported in the course of the working role.

3. 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. Alerting the Clinical / Operations Manager to any risks that need urgent attention.

4. Monitor the functioning of Patient management systems and communications technologies across the business unit and alert the Clinical/Operational Manager to any issues.

5. 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. Co-ordinating ordering on site to ensure minimum waste, best price and that the correct procedures have been adhered to.

6. Ensure that 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 is in place.

7. 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.

8. Ensure that all estates repairs are reported to 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.

9. 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.

1. Assist in the co-ordination, 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.

1. Co-ordinate and monitor the ordering, delivery, collection and stock taking of Equipment Store daily leaving equipment peripheral store, if located within the business unit.

1. 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.

1. Undertake any delegated role and support others to fulfil responsibilities as local fire officers to co-ordinate evacuation procedures, first aid procedures and health and safety procedures.

1. 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.

1. Be aware of the emergency planning and business continuity policies and plans, and comply with the prescribed actions detailed within in the event of an emergency/significant event.

Please refer to the job description and person specification for more details.

This advert closes on Monday 1 Jun 2026