About this role
Job summary
An exciting opportunity has arisen for a Band 4 Bone Health Caseload Administrator to join Nottingham CityCare Partnerships Bone Health Service on a 12-month fixed-term contract. This is an office-based role within a proactive, forward-thinking service that delivers evidence-based assessment, treatment, and follow-up for individuals with osteoporosis and those at risk of fragility fractures.
The successful applicant will join a supportive multidisciplinary team and will be responsible for the day-to-day coordination and administration of the patient pathway within the Bone Health Service. This includes managing referrals, waiting lists, appointments and home visits, and supporting clinicians with triage and pathway navigation across primary and secondary care systems.
Working pattern: Service hours are Monday to Friday, 08:0016:00.
The team is based at Bulwell Riverside with the service covering Nottingham City and South Nottinghamshire County. The team provides a supportive environment, offering opportunities to learn, develop, and grow within a community service.
Interviews are expected to take place on 1st September, 2026
Main duties of the job
Coordinate the day-to-day administration of the patient pathway within the Nottingham CityCare Bone Health Specialist Service.
Manage referrals, waiting lists, appointments, and home visits using SystmOne and other clinical systems.
Support clinicians with pathway coordination, including triage support and signposting patients to appropriate services.
Arrange routine investigations in line with agreed clinical protocols and monitor systems for test and scan results.
Accurately input, retrieve, monitor, and transcribe patient information across multiple electronic clinical systems, ensuring high data quality and confidentiality.
Act as a key point of contact for patients, families, carers, clinicians, and external stakeholders, providing nonclinical advice and information.
Communicate professionally and sensitively via telephone, email, letter, and facetoface, prioritising urgent issues appropriately.
Support service performance and governance through data collection, reporting, and organisation of meetings and service activities.
Prioritise and manage own workload independently, responding flexibly to changes in service demand to ensure continuity of care.
Maintain and improve office systems and administrative processes in line with policies and in collaboration with the wider team.
About us
We are a provider of NHS Community Health Services, CityCare exists to support the health and wellbeing of all local people, working alongside other health and care partners to achieve this. We are a value driven, people business with a passion for excellence. Our vision and social purpose is to make a difference everyday to the health & wellbeing of our communities and our values of kindness, respect, trust and honesty lie at the heart of everything we do, guiding how we work together with partners and each other to consistently deliver high quality compassionate care. As a social enterprise we aim to add social value by investing in the future of our local communities and helping to make a difference in peoples lives.
CityCare value the benefits of a diverse and inclusive workforce. We encourage applications from candidates who identify as disabled, LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are currently under-represented within our organisation.
We are proud to be a forces-friendly organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and military spouses/partners. We value the unique skills and contributions you bring.
CityCare is an equal opportunities employer. We are positive about employing people with disabilities. If you require your application in a different format please contact People Services on [email protected] . CityCare is committed to the protection of vulnerable adults and children.
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.
Person Specification
Skills and Attributes Essential
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
Desirable
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
Experience Essential
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
Desirable
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
Additional Criteria Essential
Ability to work flexibly to meet service needs Commitment to Trust values, policies, and procedures
Qualifications Essential
GCSEs (or equivalent) including English and Maths at Grade 4/C or above NVQ Level 3 in Business Administration, Customer Service, or equivalent experience
Desirable
NVQ Level 4 or equivalent qualification in administration, management, or health-related subject Evidence of ongoing professional development
Employer details Employer name Nottingham CityCare Partnership CIC
Address Bullwell Health Centre
108 Coventry Road
Bulwell
Nottinghamshire
NG6 8PS
United Kingdom
Employer's website https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)