CSM Administrator

Bristol NHS Foundation Trust; West of England; Presencial; GBP 24.000 - 32.000; Jornada completa

Descripción de la vacante

Bristol NHS Foundation Trust is seeking a Clinical Site Management (CSM) Administrator to support patient flow at Southmead Hospital. You will monitor bed states, manage a live shared mailbox, and ensure data accuracy across daily reports and rostering.

The role requires attention to detail, proficiency with Excel and Outlook/Teams, and the ability to work 37.5 hours per week on a seven-day rota, including alternate weekends and bank holidays, on site.

Formación

• Literacy and numeracy to GCSE level or equivalent.
• Desirable qualification in business administration, IT, data or customer service.
• Experience in administrative, clerical, call-handling or customer service roles.

Responsabilidades

• Keep the hospital's Bed State sitrep up to date around 07:00 handover and bed meetings.
• Run the CSM shared mailbox as a live work queue: triage, log, progress and close requests.
• Check and process repatriation forms and update audit timestamps for reporting.
• Set up conference room for bed meetings and send Teams invites as needed.
• Complete forms and updates to keep the hospital running safely (resuscitation, fire, weekend plans, rota).
• Identify and fix data problems in dashboards and reports before they reach decision-makers.

Conocimientos

Attention to detail

Data entry

Microsoft Excel

Outlook/Teams

Communication

Educación

GCSE literacy and numeracy (or equivalent)

Desirable: Business Administration/IT/Data qualification

Herramientas

Microsoft Excel

Power BI

CareFlow / ICE / HSS-CRIS

Descripción del empleo

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.
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

Very few jobs let you see a whole hospital at once... this one does!
Clinical Site Management (CSM) runs patient flow at Southmead Hospital, 24 hours a day. We track every ward's beds from admission to discharge, whether patients are waiting for one or are ready to go home or back to their local hospital. CSM Administrators keep that picture accurate and the information moving, seven days a week.
You will work with live data and digital tools, and with colleagues across the hospital and the wider South West NHS. As Southmead develops its Digital Operations Command Centre (DOCC), you will help shape how it works.
This is not a quiet Monday to Friday office job. It is fast, it includes weekends, and it rewards accuracy under pressure. If that sounds like the challenge you want, we will train you to do it well.
This post is open to Bristol NHS Foundation Trust staff only, including colleagues in the City & Weston Hospital Operating Unit. Hours are 37.5 a week, 07:00 to 17:0 , on an alternating A/B week pattern (Week A: Monday, Tuesday, Friday, Saturday and Sunday; Week B: Monday, Wednesday and Thursday), with bank holidays as rostered.

Main duties of the job

CSM Administrators Keep The Information Behind Southmead's Patient Flow Accurate, Current And Moving, Seven Days a Week. Day To Day, You Will

• Keep the hospital's Bed State sitrep up to date around the 07:00 handover and the bed meetings (08:30, 12:30 and 16:00).
• Run the CSM shared mailbox as a live work queue: triage, log, progress and close requests.
• Check and process repatriation forms (for patients moving back to their local hospital), escape missing or incorrect information, and update the audit timestamps used for reporting.
• Set up the conference room for bed meetings when they are held in person rather than on Teams, and send Teams invites to relevant participants when needed.
• Complete the forms and updates that keep the hospital running safely, such as resuscitation and fire forms, weekend plans and the operations rota.
• Find and fix data problems in dashboards and reports before they reach the people making decisions.

You will also be the first point of contact for colleagues who come into the CSM office, and you will help keep the team's procedures and knowledge base up to date. The attached job description gives the full list of duties.

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.

Person specification

Education/Training/Qualifications

Essential criteria

• Literacy and numeracy to at least GCSE grade 4 (C) standard, shown by a qualification (GCSE, Functional Skills Level 2 or equivalent) or equivalent experience

Desirable criteria

• A qualification in business administration, IT, data or customer service, for example Level 2 or 3 Business Administration, ICDL or Level 3 Data Technician

Work Experience

Essential criteria

• Experience in an administrative, clerical, call-handling or customer service role, handling a high volume of requests and deciding which to deal with first
• Experience of producing accurate information to fixed deadlines, such as daily reports, data returns, rotas or bookings, where an error or delay affects others
• Experience of finding, checking and updating records in a database, booking, case-management or patient record system

Desirable criteria

• Experience in a hospital operational setting, such as a ward, Emergency Department, patient flow, bed management, site management or an operations centre
• Experience of an electronic patient record or patient administration system, for example CareFlow (Medway), ICE or HSS-CRIS
• Has contributed to a change or improvement, such as testing a new system, simplifying a process or writing instructions others use

Knowledge/Skills/Abilities

Essential criteria

• Knows how to handle confidential and patient-identifiable information safely, including need-to-know access and secure email
• Transfers figures and details between sources accurately under time pressure, finds errors in someone else's data, and can describe how they check their own work
• Uses Microsoft Excel to sort and filter data, use simple formulas, and update a shared workbook without changing its structure
• Uses Outlook and Teams to manage a shared mailbox and calendar, using folders, categories or flags to track requests to completion
• Writes clear, concise and correctly spelt emails and notes, including action notes that record the decision, owner and deadline
• Plans a mix of fixed-time tasks and unplanned urgent requests, and explains what comes first and why
• Communicates clearly and politely in person and by phone, including with senior or frustrated colleagues, and knows when to elevate

Desirable criteria

• Knowledge of patient flow, bed management or operational escalation, for example the OPEL framework
• Uses digital tools beyond everyday Office, for example Power BI reports, SharePoint lists, Microsoft Forms, Power Automate or Excel pivot tables

Personal Qualities/Special Circumstances

Essential criteria

• Stays calm, polite and accurate under sustained pressure, including periods of high escalation
• Takes ownership of tasks, follows them through to completion and hands over open items clearly at the end of a shift
• Learns new systems and processes quickly, and acts on feedback to prevent repeat errors
• Shows the Trust's values in day-to-day work, with examples
• Able to work 37.5 hours a week on a seven-day rota of 10-hour shifts (07:00 to 17:00), including alternate weekends and bank holidays as rostered, on site at Southmead Hospital

• 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.
As a guide interviews should usually take place within 3 weeks of the closing date.
Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
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.