Administrator

Bristol, England, United Kingdom

7/22/2025

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Job Overview

The Administrator will play a key role in supporting the effective operation of the Orthotics and Prosthetics service at the Bristol Centre for Enablement. As part of a multidisciplinary team, the post holder will be responsible for the smooth coordination of administrative functions, including appointment booking, care pathway management, and waiting list coordination.

This role requires a highly organised, self-motivated individual with excellent communication and IT skills, capable of working independently and under pressure. The post holder will manage patient records, liaise with clinicians and service users, schedule clinics, and ensure compliance with trust and government targets.

Additionally, the Administrator will support junior admin staff, contribute to service improvement initiatives, and act as the first point of contact for patient and professional enquiries. Previous NHS and administrative experience, alongside strong interpersonal and prioritisation abilities, are essential for success in this role.

Main duties of the job

This role involves liaising with patients, healthcare professionals, and administrative staff to coordinate and manage appointments, waiting lists, clinical rotas, and ensure timely access to care within service targets. It requires maintaining accurate records on the BEST computer system, handling enquiries, producing documents, attending meetings, and escalating issues as needed to support effective service delivery. The position also includes mentoring junior administrators, cross-covering during staff absences, and supporting service improvement initiatives.

Working for our organisation

North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities

• Liaise with patients, referrers and other healthcare professionals making and taking phone calls to book and change patient’s appointments.
• Undertake all the administration required for patient appointments; booking on the system and scanning documentation.
• To use and maintain records for all patients within the BEST computer system, ensuring appropriate alerts and communications are recorded.
• To plan and coordinate the monthly clinical rotas for Orthotics & Prosthetics, ensuring sufficient cover for all BCE clinical activity, wards, schools and other remote clinics.
• To schedule all clinics onto the BEST computer system
• Coordinate the management of the waiting lists, which includes adding patients to the waiting list, scheduling appointments and liaising with the relevant clinical staff to ensure achievement of RTT targets.
• To ensure all clinics are fully utilised and to escalate capacity issues to the appropriate manager.
• To act as the first point of contact for Band 2 administrators providing guidance to resolve issues and supporting with training and mentoring new members of staff.
• To raise work orders on the BEST system for required clinical pathways (Wigs).
• Book patients within trust and government waiting targets liaising with the managers with any concerns or problems.
• To attend monthly meetings and huddles with the clinical teams, proactively and constructively raising challenges and successes for the admin team and seeking resolutions.
• Liaise with professional and clinical staff within the service to discuss queries and action as required.
• Respond to enquiries by telephone, email or visitors to the service. Offer information when requested and, where possible and appropriate, take action to respond to queries directly.
• Undertake general office and clerical tasks as required.
• Cross cover the other administrative staff as required for any periods of sickness and annual leave, and provide support to Band 2 administrators deputising for team leader when unavailable.
• Support the implementation of projects and initiatives as identified by the team leader and Performance & Operations Manager
• Undertake other duties as necessary to support the smooth running of the service and as dictated by the team leader.
• To produce documents using appropriate IT packages; which may include the composition of letters, data reports, meeting minutes and agendas.
  
  

To be the first point of contact and for all telephone calls, enquiries and personal callers to the department. Such contacts may include patients, carers, relatives, members of the public, NHS internal and external staff, social services and other external agencies.

Person specification

Work Experience

Essential criteria

• Previous NHS experience
• Experience working as a team with people at all levels
  
  

Desirable criteria

• At least 3 year's experience in an administrative role
  
  

Knowledge/ Skills/ Abilities

Essential criteria

• Organisational skills
• Excellent communication and interpersonal skills
  
  

Desirable criteria

• Understanding of waiting list management
  
  

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.