Administrator - Diabetes & Endocrinology

Bristol NHS Foundation Trust; West of England; On-site; GBP 21,000 - 27,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking an experienced administrative professional to support the Diabetes and Endocrinology Service, including the Insulin Pump Service. You will manage outpatient appointments, waiting lists, referrals, and patient correspondence, while maintaining electronic records and coordinating clinic activity to support timely patient care.

The role requires strong typing, high organisation, and experience with Microsoft Word/Outlook and patient administration systems;

Qualifications

• Minimum three GCSE/O'Level qualifications including English Language and Maths
• NVQ Level 3 or equivalent experience
• RSA or typing qualification or demonstrated extensive experience would be advantageous
• Knowledge of medical terminology is desirable

Responsibilities

• Outpatient appointment booking and scheduling
• Waiting list and RTT pathway management
• Processing referrals and clinic outcomes
• Administrative support for the Insulin Pump Service
• Production and management of patient correspondence
• Maintenance of electronic patient records
• Communication with patients, clinicians and external organisations
• Data quality, reporting and performance monitoring
• Supporting service improvement and operational delivery across the Diabetes and Endocrinology Service

Skills

Typing

Secretarial duties

Microsoft Word

Microsoft Outlook

Patient records systems

Data entry

Education

GCSE English & Maths

NVQ Level 3

Tools

Trac system

Job description

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.

Job Overview

The postholder will provide comprehensive administrative support to the Diabetes and Endocrinology Service, including the specialist Insulin Pump Service. Responsibilities include appointment booking, waiting list management, validation of patient pathways, processing clinical correspondence, coordinating pump-related clinics and education events, supporting patients using insulin pump technology, responding to enquiries, maintaining electronic patient records, and supporting clinicians to deliver high-quality patient care. The postholder will work closely with consultants, diabetes specialist nurses, pump educators, dietitians and administrative colleagues to ensure patients receive timely access to care and that Trust standards and performance targets are met.

Main duties of the job

• Outpatient appointment booking and scheduling.
• Waiting list and RTT pathway management.
• Processing referrals and clinic outcomes.
• Administrative support for the Insulin Pump Service.
• Production and management of patient correspondence.
• Maintenance of electronic patient records.
• Communication with patients, clinicians and external organisations.
• Data quality, reporting and performance monitoring.
• Supporting service improvement and operational delivery across the Diabetes and Endocrinology 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 to ensure we’re meeting our pledge.

Detailed Job Description And Main Responsibilities

Develop and maintain knowledge of Trust patient administration systems, policies and procedures.

Understand Referral to Treatment (RTT) standards and waiting list management processes.

Apply knowledge of outpatient services, clinic scheduling and appointment management.

Ensure work is carried out in accordance with Trust policies, national guidance and administrative procedures.

Participate in mandatory training and service-specific development activities.

Develop and maintain knowledge of insulin pump and diabetes technology pathways to support the administrative management of the service.

Understand the administrative requirements associated with insulin pump initiation, follow-up and annual review appointments.

Support administration of diabetes technology services including continuous glucose monitoring (CGM) and insulin pump clinics.

Person specification

Education And Qualifications

Essential criteria

• Minimum three GCSE/ O' Level qualifications, to include English Language and Mathematics
• NVQ Level 3 or equivalent experience

Desirable criteria

• RSA or equivalent typing qualification or demonstrated extensive experience and skill
• Knowledge of medical terminology

Experience

Essential criteria

• Experience in typing or secretarial duties in an office environment
• Experience of administrative and clerical practices and processes
• Extensive working knowledge of Microsoft Word and Outlook
• Must have used a computerised patient administration system or company database. Willingness to learn new IT skills and technology

Desirable criteria

• Experience of having worked in the NHS, or other patient/customer focused environment
• Knowledge of audio typing or digital dictation would be an advantage
• Experience of working with Excel spreadsheets

Knowledge/Skills/Abilities

Essential criteria

• Competence in preparing and sorting documentation and data, checking layout and content of correspondence for self and clinicians
• Exceptional typing skills, able to process large amounts quickly and accurately
• Must be able to demonstrate organisation and prioritisation skills
• Demonstrate working to tight deadlines/under pressure
• Able to work independently in own role, showing initiative but understanding when to seek appropriate guidance

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.