Administrative Assistant

Bristol NHS Foundation Trust; West of England; On-site; GBP 21,000 - 25,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking an Administration Assistant to join the Southmead Midwifery team. You will manage clinics, schedules, and communications, delivering high-quality admin support across antenatal and postnatal pathways.

The role requires accuracy, proactivity and strong IT skills, with a focus on coordinating diaries, managing files, and assisting midwives in a busy community setting. Applicants from diverse backgrounds are encouraged to apply.

Qualifications

• GCSE English and Maths at minimum pass level.
• Experience in an administrative role.
• Strong team player with good communication.
• Knowledge of GDPR and handling confidential information.
• Proficient in MS Word and Excel; able to manage data spreadsheets.

Responsibilities

• Manage shared inbox and respond to enquiries, escalating when needed.
• Answer calls, resolve queries, and refer complex issues.
• Provide admin support (diaries, meetings, filing, workspace organisation).
• Support calendar planning, clinic setup, and daily activity coordination.
• Maintain electronic filing systems and records.
• Order supplies and coordinate equipment repairs.
• Update spreadsheets and databases for senior review.
• Liaise with managers to ensure accurate and timely data.
• Cover team duties and complete required documentation.
• Undertake photocopying and document preparation as needed.

Skills

Microsoft Word

Excel

Data spreadsheets

Phone etiquette

Organisational skills

Education

GCSE English & Maths

Tools

Trac

ESR HR System

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.

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

Our community midwifery team are looking for an administration assistant to join their team!

The Administrative Support Role within the Southmead Midwifery service will involve working closely within a busy Community based Midwifery Team, these are based in a variety of settings across the Southmead community area with the Bristol NHS foundation Trust

The Post-Holder will be responsible to scheduling of clinics, booking and rescheduling of appointments for Women in both the Antenatal and postnatal period. They will need to be able to work well within a small team, be proactive, be flexible while expected to work in accordance with our Guidelines, policies, and protocols.

The role requires an elevated level of contact by phone or face to face if based in our reception area, with the families, using our service throughout the Maternity pathway, alongside administrative duties associated with clinic management.

It will be essential to use own initiative, ensuring effective, efficient, providing a high quality of administrative support.

Main duties of the job

• Manage shared inbox and respond to enquiries, escalating when needed
• Answer calls, resolve queries, and refer complex issues
• Provide admin support (diaries, meetings, filing, workspace organisation)
• Support calendar planning, clinic setup, and daily activity coordination
• Maintain electronic filing systems and records
• Order supplies and coordinate equipment repairs
• Update spreadsheets and databases for senior review
• Liaise with managers to ensure accurate and timely data
• Cover team duties and complete required documentation
• Carry out general admin tasks (e.g. photocopying, document preparation)
• Keep filing systems accurate and up to date
• Undertake additional duties as required

Working for our organisation

Bristol NHS Foundation Trust employs over 25,000 staff, with there being 12,000 staff employed in the Southmead side who providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

Our Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities

For a full overview of the Job Description, please refer to the PDF Job Description attached as an additional document to this advert.

• Monitor the team’s general communication email inbox, responding to routine enquiries and requests for information within specified timescales, signposting and escalating to midwives.
• Answer the telephone in a timely and appropriate manner resolving issues under guidance and escalating to another member of the team when appropriate.
• Support the team with administration tasks such as diary management, scheduling meetings, the making up of files, filing and general tidiness of the workplace,
• Support the creation, maintenance, and promotion of yearly calendar. Including setting up of clinics, daily activity/communications forward planner to include discharges, visits, cancellations and rescheduling of clinics.
• Set up and support electronic file management of all file types.
• Ordering of supplies, equipment, and monitoring of repairs.
• To maintain the addition of data to spreadsheets, other databases, and electronic systems where appropriate for assessment by senior team members.
• Liaise closely with managers regarding uploaded information in a timely manner, indicating where anomalies may occur.
• Cover team members as appropriate ensuring that documentation is completed as necessary referring to line managers for guidance and sign off of work.
• To undertake photocopying, word processing, compiling information/ packs at the request of line managers to ensure appropriate administration support is always available.
• Ensure that filing is kept up to date and accurate.
• Any duties commensurate with the grade, which may be regular or ad hoc tasks and as directed by the line manager.
• Please note, from time to time you may be expected to take on other tasks and duties, as reasonably requested which are not explicitly outlined in this role profile

Person specification

Education/Training/Qualifications

Essential criteria

• GCSE grade A-C (grade 4 and above) or equivalent in English and Maths

Work Experience

Essential criteria

• Experience in an administrative role
• Experience of working as a strong team player
• Experience handling confidential or sensitive information in accordance with GDPR

Knowledge/Skills/Abilities

Essential criteria

• Knowledge of Microsoft Word, Data spreadsheets, sufficient to add details
• Able to complete routine Admin duties, including filing and ordering of stores and equipment. Comfortable with communication with service users’ telephony including texts and emails.
• IT proficient including ability to use microsoft office software e.g excel, word
• Excellent communication and interpersonal skills, confident and articulate telephone manner
• Organisational skills including meticulous attention to detail, managing and prioritising own workload and working to tight deadlines
• Comfortable with dealing with different levels of staff/ colleagues enquiries. Good interpersonal skills and able to establish and maintain good working relationships
• Able to demonstrate a positive and flexible approach in line with the changing nature of the role

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.
• Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

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.

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.