Administration Assistant (Hydrocephalus and Oncology teams)

Bristol NHS Foundation Trust; West of England; On-site; GBP 24,000 - 28,000; Full time

Benefits offered by this job

Flexible working

Job summary

Bristol NHS Foundation Trust is seeking an administrative post to support the Hydrocephalus and Oncology clinical teams. The role involves coordinating patient admissions, clinic scheduling, and maintaining accurate patient records to enable smooth care pathways.

You will work closely with consultants and MDT coordinators, ensuring high-quality service and adherence to NHS guidelines. The post requires excellent organisation, communication, and IT skills, with commitment to patient

Qualifications

• Educated to GCSE standard or equivalent.
• Knowledge of Microsoft Office packages.
• Fluent English required for visa/sponsor purposes.

Responsibilities

• Provide administrative support to Hydrocephalus and Oncology teams.
• Manage patient admissions and scheduling in line with NHS guidelines.
• Maintain waiting lists and update patient details per policy.
• Book clinic appointments, admissions, theatre lists and related PAS records.
• Prepare and process clinic letters and trace notes.
• Handle correspondence and clinical referrals.

Skills

Microsoft Office

Communication

Organisational skills

Prioritisation

Initiative

Team player

Education

GCSE or equivalent

NVQ 2 in Patient Care or Customer Service

Tools

Careflow

Microsoft Office

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. Our job adverts may close as soon as sufficient applications have been received. Considering this, if you are interested in this role, please do apply as soon as you can. 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

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. 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

• 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

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 well-being, 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.

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.