Admissions Waiting List Co-ordinator

Bristol NHS Foundation Trust; West of England; On-site; GBP 22,000 - 32,000; Full time

Job summary

Bristol NHS Foundation Trust is seeking a Theatre Booking and Pre-Assessment Administrator to coordinate theatre lists, manage patient bookings, and update Careflow and Bluespier systems. You will work closely with surgeons, preassessment staff, theatre teams and ward staff to ensure patients are ready for surgery and scheduling is accurate.

The role requires strong clerical skills, NHS experience or familiarity with patient administration systems, and the ability to communicate effectively with

Qualifications

• Clerical and administrative duties with accuracy and attention to detail.
• Experience dealing with the public in person and over the phone.
• Knowledge of patient administration systems used in NHS settings.
• Prior NHS experience preferred to navigate policy and processes.
• Ability to handle difficult conversations with tact and professionalism.

Responsibilities

• Organise theatre lists according to staff availability and capacity.
• Handle telephone bookings and queries; book appointments when needed.
• Enter and update patient data in Careflow and Bluespier systems promptly.
• Maintain Elective Waiting Lists and support target-driven patient management.
• Communicate clearly with patients, families, other trusts and external agencies.

Skills

Clerical and administrative

Public-facing experience

Patient administration systems

NHS experience

Difficult conversations

Job description

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, 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 post holder will be responsible for the organisation and booking of patients to have surgery in theatres and their pre-operative assessment appointments.

The main aim is fill and maintain full theatre lists on our IT systems, liaise with patients offering reasonable notice for their surgery, booking in priority, ensuring we book our patients in chronological order.

To do this they will work with surgeons, preassessment staff, theatre and the ward staff to ensure patients are fit and ready for their surgery and communicate with parties to organise equipment, translators and other key members of staff.

40% of the time is on our telephony system either answering patient, GP or other department queries or phoning out to book patients.

Referral to treatment target will be understood and following the Access Policy will be essential.

Main duties of the job

• Organisation of theatre lists in accordance with the availability of medical staff, to ensure effective utilisation and management of theatre capacity
• Undertake telephone calls/queries and booking of appointments as necessary.
• To be responsible for entering and updating accurate information on the Careflow and Bluespier systems, in a timely way.
• To maintain and manage Elective Waiting Lists to support effective patient management, within targets.
• To communicate effectively, accurately applying discretion and tact where necessary, with written, over the telephone, e-mail and face to face contact with patients, visitors, other trusts and external agencies.
• To adopt and ensure compliance with all relevant policies
• To promote and support changes to working practices, to improve service delivery
• To maintain and promote the health and safety of self, patients and members of staff.
• To attend any relevant meetings, as directed by your line-manager
• To undertake any other suitable task as agreed with the line-manager.

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.

Knowledge and Experience

• Clerical and administrative
• Experience of dealing with the public in person
• Knowledge of Patient Administration Systems
• NHS Experience
• Experience of dealing with difficult conversations

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 in order 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. 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.

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 Nina Seabourne Job title Assistant Performance and Operations Manager Email address [e-mail] Telephone number 07896609160