Administrator- Divisional Service Support

Bristol NHS Foundation Trust; Bristol; On-site; GBP 23,000 - 26,000; Full time

Job summary

Bristol NHS Foundation Trust is recruiting for an Administrator- Divisional Service Support (Band 3) to support the Division of Surgery across multiple sites. This role involves coordinating clinics, managing patient pathways and admissions, and providing clerical and operational support within NHS procedures.

The successful candidate will demonstrate experience in busy administrative environments, strong IT skills, and a commitment to high-quality service, with flexibility to work across sites

Qualifications

• GCSE English and Mathematics at Grade C/4 or above, or equivalent functional skills.
• Level 4 qualification or evidence of continuing professional development in administration, management or a relevant subject.
• Good working knowledge of Microsoft Office applications, including Word, Outlook and Excel.
• Experience of clinic administration, admissions booking, medical secretarial work or patient pathway coordination.
• Experience of validating and analysing records, databases, spreadsheets, trackers or shared inboxes.

Responsibilities

• To provide flexible administrative, clerical and operational support across the Division of Surgery, undertaking duties primarily associated with clinic coordination, patient pathway administration, admissions booking, medical secretarial support and operational service delivery.
• The post holder will work across specialties and services according to operational requirements and support efficient patient pathways and capacity management.
• Maintain accuracy and confidentiality while handling multiple tasks and responding to enquiries.

Skills

Microsoft Office

Clinic coordination

Data protection

Patient pathways

Administrative coordination

Education

GCSE English & Maths

Level 4 qualification in admin/management

Tools

Microsoft Office Suite

Job description

Administrator- Divisional Service Support

Band 3

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1 st July 2026 to become Bristol NHS Foundation Trust. This will create 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.

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

This is an exciting opportunity to work across a range of Surgical Specialties as a part of our Divisional Service Support team. You will have the opportunity to work with a number of different teams to improve patient experience and contribute to optimising operational performance.

You will play an important role in supporting service delivery across the Division of Surgery, enjoy working with changing priorities and supporting areas of greatest operational need across all of our sites. This will provide an excellent opportunity to get involved with the needs of different specialties, teams and ways of working while further developing your knowledge and experience.

You will be confident in prioritising competing demands, meeting deadlines and maintaining accuracy while handling multiple tasks.

We're looking for someone who is self-motivated and able to work on their own initiative, with the confidence to take ownership of their workload and make informed decisions. The successful candidate will be adaptable and flexible, able to respond positively to changing priorities within different environments. Strong communication skills are essential, along with the ability to build effective working relationships with a diverse range of colleagues and team structures.

Main duties of the job

To provide flexible administrative, clerical and operational support across the Division of Surgery, undertaking duties primarily associated with clinic coordination, patient pathway administration, admissions booking, medical secretarial support and operational service delivery.

The post holder will work across specialties and services according to operational requirements. They will support efficient patient pathways, accurate information, effective use of capacity, service performance and continuous improvement, working within agreed procedures and escalating matters outside their responsibility.

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,operatingfrom three main sites at Southmead, Bristol citycentreand 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.

Qualifications

• GCSE English and Mathematics at Grade C/4 or above, or equivalent functional skills
• Level 4 qualification or evidence of continuing professional development in administration, management or a relevant subject

Skills

• Good working knowledge of Microsoft Office applications, including Word, Outlook and Excel
• Ability to independently plan, coordinate and reprioritise a complex and varied workload, maintaining accuracy and delivery against deadlines
• Clear and professional written, telephone and/or face-to-face communication skills
• Understanding of confidentiality, data protection and information governance
• Good working knowledge of patient pathways, booking processes, waiting list management and relevant NHS access requirements

Experience

• Substantial administrative or coordination experience in a complex service environment
• Experience of managing competing tasks and responding to enquiries from a range of people
• Experience of validating and analysing records, databases, spreadsheets, trackers or shared inboxes and producing information for others
• Experience of clinic administration, admissions booking, medical secretarial work or patient pathway coordination

Personal Attributes

• Flexible and willing to work across services and sites according to operational need
• Professional, reliable and respectful, with a commitment to high-quality service
• Proactive, confident and willing to take ownership within delegated authority
• Able to remain calm and courteous when dealing with interruptions, changing priorities, sensitive situations or difficult enquiries

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.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Bethan Herbert Job title Assistant Operations Manager, Anaesthetics Email address [e-mail] Telephone number 01934 636363

If you have problems applying, contact

Address People & Transformation Division
North Bristol NHS Trust
Southmead Hospital
BS10 5NB
Telephone [phone]