Administration Assistant

Bristol NHS Foundation Trust; West of England; On-site; GBP 23,000 - 27,000; Full time

Job summary

Bristol NHS Foundation Trust in Bristol is seeking a 12-month fixed-term Band 3 Administrative Assistant working 37.5 hours per week.

Duties include data entry, updating patient and sample records across databases and Excel, and providing high-quality clerical support to the Senior Leadership Team.

Qualifications

• GCSEs in English and Maths (or equivalent) are essential.
• Experience of administrative work and/or laboratory work is essential.
• Excellent IT and keyboard skills are required.
• Good interpersonal and written/verbal communication skills are essential.
• Ability to work accurately with minimum supervision and meet deadlines.

Responsibilities

• Provide comprehensive administrative and clerical support to Senior Leadership Team and staff.
• Ensure accurate data entry and maintenance of patient and sample records across databases and spreadsheets.
• Process reports in a timely manner and use laboratory information systems per procedures.
• Organise and coordinate meeting rooms, mail, and general admin duties as required.
• Maintain confidentiality and adapt to flexible working patterns as needed.

Skills

Interpersonal skills

Communication skills

IT skills

Typing/keyboard skills

Team player

Education

GCSE English and Maths

Tools

LIMS

Job description

Education/Training/Qualifications

Essential criteria

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1st July 2026 to become Bristol NHS Foundation Trust. This creates an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people. Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life. We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job Overview

Bristol Genetics Laboratory (BGL) is looking to recruit a 12-month fixed-term, full-time Band 3 Administrative Assistant, working 37.5 hours per week.

BGL is part of the South West Genomic Laboratory Hub (SW GLH) which is provided by a partnership between North Bristol NHS Trust and the Royal Devon and Exeter Foundation Trust to deliver centralised genomic analysis for patients with cancer and rare disease throughout the South West region.

We are a large, well-equipped laboratory. Duties will include data entry and updating sample records across multiple databases and Excel spreadsheets.

GCSEs in English and Maths at grade C, or an equivalent level qualification, are required.

Candidates will be expected to work 37.5 hours per week between 08:00 and 18:00, Monday to Friday, including Saturdays and bank holidays on a rota basis. The exact working pattern will be confirmed on offer of employment.

Main duties of the job

The post holder will provide a comprehensive, efficient and high quality administrative and clerical support service to the Senior Leadership Team, Service Leads and scientific and technical staff within Bristol Genetics Laboratory. The role will support the effective delivery of the laboratory service by ensuring accurate data entry, maintenance of patient and sample records, timely processing of reports, and effective use of laboratory information systems in line with departmental procedures and Trust standards. Working as part of the wider administrative team, the post holder will contribute to the smooth running of the department by supporting Whole Genome Sequencing administrative processes, responding to enquiries, scanning and filing records, managing incoming and outgoing post, arranging meeting rooms, and undertaking general administrative duties as required. The post holder will be expected to work flexibly, maintain confidentiality at all times, and support the delivery of a responsive, safe and patient-focused service.

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. 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

For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.

Person specification

Education/Training/Qualifications

Essential criteria

• GCSEs in English and Maths grade C or equivalent level

Work Experience

Essential criteria

• Experience of administrative work and/or laboratory work
• Experience of data entry into departmental systems and databases

Knowledge/Skills/Abilities

Essential criteria

• Good interpersonal and communication skills, both written and verbal
• Excellent IT and keyboard skills
• Ability to work accurately with minimum supervision
• Ability to participate in the delivery of staff training
• Ability to work with multiple sometimes complex Laboratory Information Management systems
• Ability to plan, prioritise and re-schedule workloads

Desirable criteria

• Familiarity with medical terminology, particularly in relation to genetic testing.

Personal Qualities/Special Circumstances

Essential criteria

• Be an effective team worker
• Demonstrate a commitment to personal development
• Ability to work well under pressure and to deadlines

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

• 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 to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

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.

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.