Overview
We are looking for an organised, compassionate Service Administrator to join our Adult Inherited Metabolic Diseases (IMD) team at University Hospitals Bristol and Weston NHS Foundation Trust. This is a vital role supporting a specialist, regionally commissioned service that helps adults living with rare and complex metabolic conditions navigate their care. Working as a core member of the multidisciplinary team, you will coordinate administrative pathways, act as a key point of contact for patients and professionals, and ensure clinics, referrals and patient records run smoothly from referral through to discharge or transition. You will support clinicians by preparing correspondence, managing diaries, tracking pathways and maintaining accurate service data, helping to deliver timely, patient‑centred care. The Service Administrator plays a vital role in supporting both clinicians and patients by coordinating administrative pathways, maintaining accurate records, and acting as a central point of contact for the service.
Key Responsibilities
Communication and Patient Support
- Act as the primary administrative point of contact for the Adult IMD service, responding professionally and empathetically to enquiries from patients, carers and healthcare professionals.
- Manage a single service contact line, triaging calls and emails and directing queries appropriately.
- Escalate complex, urgent or sensitive issues to clinical staff or line managers as required.
Administrative Coordination
- Coordinate administrative pathways across the patient journey, from referral to discharge or transition from paediatric services.
- Prepare, type, proofread and distribute clinical correspondence and reports using digital dictation and speech recognition systems.
- Manage clinician diaries, appointments and ad‑hoc clinics, including therapies sessions linked to the IMD service.
- Liaise with internal and external teams to arrange investigations, procedures or urgent appointments.
Information Management and Tracking
- Maintain accurate and up‑to‑date patient records using Trust systems, including PAS and electronic patient records.
- Develop and manage tracking lists to ensure follow‑ups, investigations and outcomes are completed within required timescales.
- Maintain service databases, document control systems and filing processes.
- Monitor and contribute to performance reporting and key performance indicators.
Service Support and Development
- Provide administrative support for MDT meetings, training sessions and service meetings, including note‑taking and follow‑up actions.
- Support the development, review and maintenance of standard operating procedures.
- Participate in service improvement initiatives and implementation of new systems or processes.
- Attend training and development activities to support service needs and personal development.
Governance and Professional Responsibilities
- Ensure confidentiality and data protection standards are maintained at all times.
- Work in accordance with Trust policies, NHS standards and information governance requirements.
- Act flexibly to support service needs and provide cover for colleagues when required.
Candidate Considerations
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer.
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