Complex Therapies Admin

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

Job summary

The Brain Centre at Bristol NHS Foundation Trust requires an administrative professional to provide on-site support to multidisciplinary teams. You will coordinate admin support, audio typing for DBS nursing teams, and manage clinic room bookings with emphasis on timely responses within the Trust targets.

Working in a busy, multi-disciplinary environment, you will handle referrals, clinic scheduling, and data management while maintaining patient confidentiality and high-quality service delivery.

Qualifications

• General education including GCSE Maths or English (or equivalent).
• Excellent word processing and organisational skills.
• Excellent written/verbal communication skills.
• Excellent customer care skills.
• Willingness and ability to learn new IT skills and technology.

Responsibilities

• Receive and manage referrals for the complex therapies nursing teams; ensuring triage by clinicians and wait-listing.
• Maintain oversight of all nurse-led clinics; ensure slots are utilised.
• Organise ad hoc bookings, overbookings, rescheduling or cancelling clinics.
• Ensure all patient RTT statuses are correct at every stage of their pathway.
• Maintain spreadsheets and databases; update patient records after MDT/specialty meetings and clinics.
• Respond to patient or staff contact via telephone, email.
• Provide typing support for the DBS nurses; typing clinic and ad hoc letters within 5 working days from dictation.
• Work with senior administrator to prioritise and complete workload.
• Contribute to efficient office running; cover for colleagues; report IT issues.

Skills

Word processing

Verbal communication

Written communication

Customer care

IT skills

Education

GCSE Maths or English

Typing qualification (RSA / ECDL)

Tools

Careflow

ICE

EDMS

Job description

Education And Qualifications

Essential criteria

Knowledge, Skills And Abilities

Essential criteria

• Excellent written/verbal communication skills

Experience

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 Brain Centre is a treatment and research facility, offering specialist neurological support to patients with cognitive impairment, multiple sclerosis and movement disorders. The post holder will be required to provide administrative support to the multidisciplinary teams operating here; including coordinating the admin support and audio typing for the DBS nursing teams and managing the clinic room bookings for the centre. This job requires the post holder to be on site and available to deal with any queries arising from patients and colleagues requiring assistance during core opening hours. It is a busy and demanding role where priorities can change and therefore the post holder will need to be organised and have the ability to work well as part of a multidisciplinary team.

Main duties of the job

• Receive and manage referrals for the complex therapies nursing teams; ensuring they are triaged by appropriate clinicians in a timely manner and patient is added to the wait list.
• Maintaining oversight of all nurse-led clinics; ensuring all slots are utilised fully.
• Organising ad hoc bookings, overbookings, rescheduling or cancelling clinics when requested by nurses.
• Ensure all patient RTT statuses are correct at every stage of their pathway.
• Maintaining spreadsheets and databases; updating patient records with outcome of MDT / specialty meetings and clinic appointments.
• Responding to patient or staff contact via telephone, email
• Provide efficient typing support for the DBS nurses; typing clinic and ad hoc letters within the Trust target of 5 working days from date of dictation, prioritising any dictations marked urgent.
• Working seamlessly with senior administrator to ensure workload is prioritised and completed accordingly.

Other Administrative Duties

• Contributing as a team member to the efficient running of the office; providing cover for colleagues (as appropriate) during times of prolonged leave or absence, reporting IT issues or building faults to the necessary department, booking meeting rooms etc.
• Receiving and filing all clinical and non-clinical correspondence as required by the DBS nurses.
• To undertake any other duties appropriate to the post, as agreed with the Support 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

Due to the Covid-19 pandemic, protocols are in place to ensure the working space is as safe as possible and in compliance with all internal and national health and safety guidelines. The admin office is based within the hospital whereby some patient contact is unavoidable. PPE is provided for these areas and all procedures should be adhered to when on site. Due to current guidelines, limited numbers of staff are working on site and therefore the post holder may be required to hot-desk. Desk space is within shared offices and thus the need to respect the privacy of colleagues and patients whilst minimising interruptions or noise levels where possible is paramount. The post holder will be required to use a PC for the majority of their work and so this post is classified as a DSE user. Manual handling is now at a minimum due to the Trust becoming paperless, but this still may be required in some instances such as handling stationary or patient notes.

The Post Holder

• Works under constant pressure and within a frequently changing environment, whilst trying to deliver government and Trust targets.
• Works with constant interruptions dealing with daily operational issues.
• Must concentrate for long periods of time to ensure attention to detail.
• Is required to analyse waiting list schedules on a daily basis involving long periods at a VDU.

Person specification

Education And Qualifications

Essential criteria

• Good general education including GSCE in Maths or English (or equivalent)

Desirable criteria

• Patient Administration System (PAS) training
• Typing qualification such as RSA / ECDL or equivalent experience would be desirable

Knowledge, Skills And Abilities

Essential criteria

• Excellent word processing and organisational skills
• Excellent written/verbal communication skills
• Excellent customer care skills
• Willingness and ability to learn new IT skills and technology

Desirable criteria

• Understanding of Patient confidentiality and data protection

Experience

Essential criteria

• Previous administrative experience

Desirable criteria

• Experience of working as part of a team in a multi-disciplinary environment
• Experience of working in the NHS or similar organisation

All

Essential criteria

• Educated to GCSE English standard or equivalent
• Understanding of Patient confidentiality and data protection
• Experience of working as part of a team in a multi-disciplinary environment
• Excellent word processing skills
• Excellent written/verbal communication skills

Desirable criteria

• Working knowledge of relevant hospital systems (Careflow, ICE, EDMS)
• Experience of working in the NHS or similar organisation

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.

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.