Bristol NHS Foundation Trust
Administration Assistant (Hydrocephalus and Oncology teams)
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Job Overview
The postholder will work closely with the Hydrocephalus and Oncology teams to provide comprehensive administrative support to the Neurosurgery service. This role combines responsibilities for managing outpatient appointments and coordinating inpatient and day-case activity. Key duties include ensuring the efficient scheduling of clinics, admissions, and theatre lists; maintaining accurate patient records; and delivering a high-quality, responsive service to patients, clinicians, and external stakeholders.
Main Duties of the Job
- Support Hydrocephalus and Oncology teams by managing patient admissions and scheduling in line with NHS and Trust guidelines.
- Maintain waiting lists; add, remove, and update patient details per Patient Access Policy.
- Book theatre lists, outpatient, pre-admission, diagnostic, and operation appointments; ensure accurate PAS records.
- Prepare and process clinic letters, verify templates, and send to patients; trace and manage notes.
- Handle correspondence, incoming mail, and prioritise clinical referrals.
- Provide advice to patients on admissions and waiting list status; maintain confidentiality and empathy.
- Liaise with consultants, MDT coordinators, and partner organisations to facilitate treatment, including cancer pathways.
- Perform general office tasks (filing, photocopying, faxing) and answer telephone enquiries promptly and courteously.
- Communicate regularly with clinical teams and management; document special needs/comorbidities for wards.
- Provide cover for colleagues during absences and undertake additional administrative tasks as required.
- Adhere to Trust policies on data protection, infection control, and diversity.
Working for Our Organisation
Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.
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With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. 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. Bristol NHS Foundation Trust values all people as individuals. 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.
Detailed Job Description and Main Responsibilities
To provide comprehensive administrative support to the Hydrocephalus and Oncology clinical teams, ensuring efficient patient admission, scheduling, and coordination of care in line with NHS Constitution, waiting time standards, and the Trust’s Patient Access Policy. The role involves managing patient pathways, maintaining accurate records, and delivering a high standard of service to patients and staff.
Person Specification
Education/Training/Qualifications
Essential criteria
- Educated to GCSE standard or equivalent e.g. NVQ 2 in Patient Care or Customer Service or relevant experience
- Knowledge of Microsoft office packages
Desirable criteria
- Knowledge of Computerised Patient System (Careflow)
Work Experience
Essential criteria
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- Confident in communication with a broad range of individuals using various methods
Desirable criteria
- Previous NHS or customer service experience
Knowledge/Skills/Abilities
Essential criteria
- Good organisational skills
- Ability to prioritise and work under pressure
- Ability to use initiative
Desirable criteria
- Good knowledge of hospital administrative procedures and government waiting list targets
Personal Qualities/Special Circumstances
Essential criteria
- Excellent team player
- Act on information received and deal with enquiries appropriately
- Professional and flexible to complete individual tasks
- Willingness and ability to learn new IT skills and technology
Important
Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.
Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification
Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
As a guide interviews should usually take place within 3 weeks of the closing date.
When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.
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