Diabetes Administration Assistant (Diabetes Education Team)

Bedfordshire Hospitals NHS Foundation Trust; England; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare provider in the UK is seeking an experienced administrator for Community Diabetes Education programmes. You will coordinate waiting lists, ensure accurate patient registration, and liaise with patients and healthcare professionals. The ideal candidate has strong communication skills, a proven track record in administration, and proficiency in Microsoft Office tools. This is a dynamic role that supports the educational needs of patients with diabetes and enhances community health outcomes.

Qualifications

• 2+ years of administrative experience in a healthcare setting is preferred.
• Education in a relevant field may be advantageous.

Responsibilities

• Coordinate and manage waiting lists for diabetes education sessions.
• Ensure accurate patient registrations.
• Liaise with patients and healthcare professionals effectively.
• Create and maintain meticulous documentation.
• Support educational promotional events.

Skills

Coordinating educational programmes

Data entry accuracy

Communication with patients and healthcare professionals

Using Microsoft Office tools

Attention to detail

Tools

SystmOne

PIMS

Microsoft Excel

Microsoft Word

Microsoft Teams

Job description

Job Title

Vacancy at Bedfordshire Hospitals NHS Foundation Trust.

Overview

The post holder will be responsible for the day‑to‑day administration of Community Diabetes Education programmes that are run across NHS Bedfordshire, including the coordination of the Diabetes Structured Education waiting lists for face‑to‑face and virtual education sessions.

Responsibilities

• Co‑ordinate Diabetes Structured Education waiting lists for face‑to‑face and virtual sessions.
• Ensure accurate registration of patients onto SystmOne, PIMS and Diamond in accordance with national and local guidelines.
• liaise with patients, carers and health‑care professionals: send appointments, documentation, organise translators, medical notes and referrals.
• Assist with development and ordering of educational materials and office supplies, and create reports and audits.
• Attend team meetings (face‑to‑face and virtual) and take minutes.
• Use Microsoft Office tools, including Excel, Outlook, Word and Teams.
• Work collaboratively with other administrators and educators across both hospital sites.
• Maintain data quality and confidentiality, and ensure correct booking of interpreters where necessary.
• Arrange bookings and hire of community venues for face‑to‑face group education and update all relevant systems.
• Arrange bookings for virtual group education, 1‑2‑1 video and telephone calls with educators and update all relevant systems.
• Contact patients directly to invite, chase and promote the services; answer telephone calls and emails promptly and efficiently.
• Send confirmation letters and emails to ensure that relevant appointment documentation is received by the patient.
• File letters and emails correctly and keep filing up to date—attention to detail and accuracy is essential.
• Prepare all relevant documentation for educators prior to the education session commencing.
• Data entry of confidential information, including databases, spreadsheets, Word and SystmOne must be accurate.
• Support the clinical team in arranging and supporting educational promotional events for patients and health‑care professionals.
• Create and implement new data/activity recording systems for the Diabetes Education Service and run/collate audits and activity reports from Diamond, PIMS, SystmOne and internal spreadsheets.
• Manage and prioritise own workload to ensure the Diabetes Education team receives the required level of support, agreeing priorities and meeting deadlines.
• Act as IT Champion to promote the development of IT‑based processes and extend the use of IT systems to create efficiencies.
• Record and maintain statistics for the Diabetes Education Service and the Trust Information Services.
• Assist in the production (formatting, proof‑reading, etc.) of Health & Education resources.
• Perform any other ad‑hoc duties requested by the Lead Diabetes Educator or ICDS manager.

Our Values

We recruit based on qualifications and experience and seek individuals who demonstrate the behaviours underpinning our Trust’s core values. We are dedicated to inclusive recruitment, promoting equality and diversity, and creating a culture that values differences.

Additional Information

The advert closes on Friday 12 Dec 2025. All new staff will be subject to a probationary period covering the first six months in post. Travel between hospital sites may be required.