Admin Support Officer SmokeFree Bristol

NHS; Bristol; On-site; GBP 24,000 - 27,000; Full time

Job summary

The NHS is seeking a proactive Admin Support Officer for the Smokefree Bristol team. This full-time role involves managing referrals, administrative support, and communication with service users and health professionals. Ideal candidates will demonstrate strong organizational skills and willingness to learn, contributing to public health initiatives aimed at reducing smoking in the community. Full training is provided for enthusiastic individuals.

Benefits

Contributory Nest Pension Scheme

Employee Assistance Programme

Funded health plans

Cycle to Work scheme

Increasing annual leave with service length

Qualifications

• Experience in administrative roles or office settings.
• Understanding of smoking's health impact and health inequalities.
• IT skills and data input experience.

Responsibilities

• Monitor secure email inbox and action referrals.
• Provide administrative support to Stop Smoking Advisors.
• Manage data and support the production of reports and dashboards.

Skills

Data management

Customer service

Communication

Attention to detail

Education

GCSE Mathematics and English

NCSCT Smoking Cessation Practitioner (desirable)

Job description

Admin Support Officer, Smokefree Bristol

Smokefree Bristol team are looking to recruit a competent and proactive person to support an existing team of Stop Smoking Advisors. The advisors are key team players working closely with the admin staff to improve the quality of life and wellbeing of the local population with a specific focus on smoking.

The Role

We wish to recruit an admin support officer to join our established and dedicated team. The candidate we seek would be confident and approachable, experienced in handling data, managing referrals, as well as social media channels and telephone inquiries from health professionals, stakeholders, and wider service users. We are willing to train an individual without experience if they meet essential criteria and are enthusiastic about the work.

The post is advertised as a full-time position with 40 hours per week, Monday to Friday. Main duties include handling incoming calls, dealing with inbound referrals, supporting stop smoking advisors to deliver face-to-face and virtual sessions. The post holder will also be responsible for administrative tasks associated with the project and preparing weekly and monthly data reports to support key performance indicators and targets.

Main duties of the job

Required Skills/Qualifications

• Monitor the secure email inbox to address and action referrals and general enquiries, processing referrals timely and effectively within timescales
• Contact referrals to triage appropriately and book them into relevant clinics with an advisor
• Respond to phone calls, voicemails, and call backs as appropriate
• Pay attention to detail when inputting and maintaining database systems
• Request and process invoices for timely payments
• Provide daily administrative support to the Service Coordinator and Stop Smoking advisors
• Offer support, information, and advice to service users and health professionals where necessary
• Identify clinical queries from callers, reviewing urgency, and seeking guidance to respond appropriately
• Ensure complaints are sensitively handled and raised for action
• Collate and store service user feedback, case studies, and comments
• Work with the team to create and schedule content for social media platforms
• Assist with organising internal and external conferences and training days, including registration and resource preparation
• Order service leaflets, handbooks, and other promotional materials as needed
• Support the production of dashboards, reports, and data for reviews and reporting to stakeholders
• Manage and monitor device calibration, PAT testing, and maintenance as necessary
• Support development, monitoring, and maintenance of quality standards and office practices, including data protection
• Develop and maintain manual and digital filing systems; keep clinic rotas up to date
• Explain the principles of Stop Smoking to callers and potential service users to inform their engagement decisions
• Motivate and empower clients to make behavioural changes during initial consultations
• Attend team meetings and training to ensure personal development and best practice
• Contribute to promotional events
• Maintain assets such as phones, laptops, and other equipment
• Support health and safety record-keeping and risk assessments

About us

Smokefree Bristol

We are a small, well-established, friendly team committed to high-quality, non-judgemental, and empathetic patient care. We welcome applicants who share these values.

Benefits include: Contributory Nest Pension Scheme, Employee Assistance Programme (EAP), funded health plans, Cycle to Work scheme, and increasing annual leave with service length.

Job responsibilities

Solutions4Health is offering a full-time, permanent Admin Support Officer role in Bristol, with a salary of £24,500 to £27,000 depending on experience.

Role Summary

Join our community stop smoking service, supporting individuals on their journey to quit smoking. You will be the first point of contact for service users, stakeholders, and partners, coordinating appointments, managing data, and supporting Stop Smoking Advisors.

The role requires high organisation, excellent communication, IT literacy, local knowledge, and a positive customer service approach. Full training will be provided.

Required Skills/Qualifications

• Monitor email inbox and process referrals and enquiries efficiently
• Triaging referrals and booking into clinics
• Responding to calls and voicemails
• Database input and maintenance
• Providing administrative support
• Supporting service users and professionals
• Handling clinical queries with guidance
• Managing complaints and feedback
• Organising events and training
• Ordering promotional materials
• Supporting data reports and dashboards
• Supporting quality standards and data protection
• Maintaining filing systems and clinic rotas
• Explaining smoking cessation principles
• Motivating clients
• Attending training and team meetings

About Us

Solutions4Health is an innovative company committed to tackling health inequalities, providing outcome-focused public health services. Successful applicants will undergo a DBS check. Applicants must be eligible to work in the UK; we do not sponsor work permits. We are an equal opportunity employer and support reasonable adjustments.

We offer employee wellbeing benefits such as an Employee Assistance Programme, funded health plans, Cycle to Work scheme, and increasing annual leave.

If you think you are suitable for this role, please apply now!

Person Specification

Education and Qualification

• GCSE Mathematics and English
• A certified NCSCT Smoking Cessation Practitioner is desirable

Knowledge and Skills

• Understanding of smoking's health impact
• Knowledge of Bristol's local area
• Understanding of health inequalities

Experience

• IT skills and data input experience
• Experience in administrative roles or office settings
• Ability to respect diverse cultural backgrounds
• Building rapport with various people

Other

• Full Clean Driving Licence (no more than 3 points)

Disclosure and Barring Service Check

This role is subject to a DBS check. Applicants must be eligible to work in the UK, with no sponsorship provided. We encourage applications from all backgrounds and are a disability confident employer. Reasonable adjustments available upon request.