About this role
Job summary
We are looking for an organised, compassionate Service Administrator to join our Adult Inherited Metabolic Diseases (IMD) team at University Hospitals Bristol and Weston NHS Foundation Trust. This is a vital role supporting a specialist, regionally commissioned service that helps adults living with rare and complex metabolic conditions navigate their care.
Working as a core member of the multidisciplinary team, you'll coordinate administrative pathways, act as a key point of contact for patients and professionals, and ensure clinics, referrals and patient records run smoothly from referral through to discharge or transition. You'll support clinicians by preparing correspondence, managing diaries, tracking pathways and maintaining accurate service data, helping to deliver timely, patient-centred care.
Patients with IMD often face complex care needs, and you will play an important role in providing clear, empathetic communication and practical support for patients, families and carers. If you are highly organised, detail-focused, confident using IT systems and motivated to make a real difference in a specialist NHS service, this role offers the opportunity to contribute meaningfully while developing your administrative career.
Main duties of the job
Act as the primary administrative point of contact for the Adult IMD service, responding professionally and empathetically to enquiries from patients, carers and healthcare professionals Coordinate administrative pathways to support clinics, referrals, follow-ups and patient transitions, including from paediatric to adult services Prepare, type, proofread and distribute clinical correspondence using digital dictation systems, ensuring accuracy and timely turnaround Maintain accurate patient records, databases and tracking lists, ensuring visibility of patient pathways from referral to discharge or transfer Support the organisation of clinics and therapies sessions, including booking appointments and managing clinician diaries Liaise with internal and external teams to action urgent appointments, investigations or procedures where required Manage a single service contact point, triaging calls and emails and escalating issues appropriately Attend meetings, take notes and support service reporting, audits and performance monitoring Contribute to the development and improvement of administrative systems and standard operating procedures Ensure all work is undertaken in line with confidentiality, data protection and Trust policies
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward- thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description Job responsibilities Job Description
The Service Administrator (Adult Inherited Metabolic Diseases) is a key member of the multidisciplinary team supporting a specialist, regionally commissioned service at University Hospitals Bristol and Weston NHS Foundation Trust. The post holder will provide comprehensive, highquality administrative support to ensure the smooth and efficient delivery of care for adults living with inherited metabolic conditions.
Patients with IMD often experience complex, lifelong conditions requiring coordination across multiple specialties, restrictive treatment regimens and ongoing clinical followup. The Service Administrator plays a vital role in supporting both clinicians and patients by coordinating administrative pathways, maintaining accurate records, and acting as a central point of contact for the service.
The role requires a high level of organisation, attention to detail, strong communication skills and a compassionate, patientcentred approach. The post holder will contribute to service development, support performance monitoring and help ensure that systems, processes and communications are efficient, timely and aligned with Trust policies and standards.
Main Responsibilities Communication and Patient Support Act as the primary administrative point of contact for the Adult IMD service Respond professionally and empathetically to enquiries from patients, relatives, carers and healthcare professionals Manage a single service contact line, triaging calls and emails and directing queries appropriately Escalate complex, urgent or sensitive issues to clinical staff or line managers as required Administrative Coordination Coordinate administrative pathways across the patient journey, from referral to discharge or transition from paediatric services Prepare, type, proofread and distribute clinical correspondence and reports using digital dictation and speech recognition systems Manage clinician diaries, appointments and adhoc clinics, including therapies sessions linked to the IMD service Liaise with internal and external teams to arrange investigations, procedures or urgent appointments Information Management and Tracking Maintain accurate and uptodate patient records using Trust systems, including PAS and electronic patient records Develop and manage tracking lists to ensure followups, investigations and outcomes are completed within required timescales Maintain service databases, document control systems and filing processes Monitor and contribute to performance reporting and key performance indicators Service Support and Development Provide administrative support for MDT meetings, training sessions and service meetings, including notetaking and followup actions Support the development, review and maintenance of standard operating procedures Participate in service improvement initiatives and implementation of new systems or processes Attend training and development activities to support service needs and personal development Governance and Professional Responsibilities Ensure confidentiality and data protection standards are maintained at all times Work in accordance with Trust policies, NHS standards and information governance requirements Act flexibly to support service needs and provide cover for colleagues when required
Person Specification
Knowledge and Experience Essential
Clerical / administrative experience Understanding of medical terminology Experience of dealing with the public, both on the telephone and in person Experience of using Patient Administration Systems, for example, Careflow EPR
Desirable
Previous NHS experience
Skills and Abilities Essential
Effective and polite manner when dealing with people, both face to face and on the phone Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy Ability to work effectively in a busy team, adjust to change and motivate others Ability to work on your own, using your own initiative, if required Confidence to handle difficult conversations with patients, relatives and carers Effective organisational skills Good IT skills including Microsoft packages Attention to detail
Aptitudes Essential
Supportive Respectful Innovative Collaborative
Qualifications and Training Essential
GCSE Grade 9-4 in English Language and Mathematics, or equivalent (e.g. Functional Skills Level 2; certificate in Adult Literacy at Level 2)
Desirable
A Levels, or equivalent, in any subject
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address Bristol Royal Infirmary
University Hospital Bristol NHS Foundation Trust
Bristol
BS1 3NU
United Kingdom
Employer's website https://www.uhbw.nhs.uk/ (Opens in a new tab)