Service Administrator

Job 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’ll 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’ll support clinicians by preparing correspondence, managing diaries, tracking pathways and maintaining accurate service data, helping to deliver timely, patient‑centred care.

Patients with IMD often face complex care needs, and you will play an important role in providing clear, empathetic communication and practical support for patients, families and carers. If you are highly organised, detail‑focused, confident using IT systems and motivated to make a real difference in a specialist NHS service, this role offers the opportunity to contribute meaningfully while developing your administrative career.

Main duties of the job

• 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
• Coordinate administrative pathways to support clinics, referrals, follow‑ups and patient transitions, including from paediatric to adult services
• Prepare, type, proofread and distribute clinical correspondence using digital dictation systems, ensuring accuracy and timely turnaround
• Maintain accurate patient records, databases and tracking lists, ensuring visibility of patient pathways from referral to discharge or transfer
• Support the organisation of clinics and therapies sessions, including booking appointments and managing clinician diaries
• Liaise with internal and external teams to action urgent appointments, investigations or procedures where required
• Manage a single service contact point, triaging calls and emails and escalating issues appropriately
• Attend meetings, take notes and support service reporting, audits and performance monitoring
• Contribute to the development and improvement of administrative systems and standard operating procedures
• Ensure all work is undertaken in line with confidentiality, data protection and Trust policies

Detailed job description and main responsibilities

Job Description

The Service Administrator (Adult Inherited Metabolic Diseases) is a key member of the multidisciplinary team supporting a specialist, regionally commissioned service at University Hospitals Bristol and Weston NHS Foundation Trust. The post holder will provide comprehensive, high‑quality administrative support to ensure the smooth and efficient delivery of care for adults living with inherited metabolic conditions.

Patients with IMD often experience complex, lifelong conditions requiring coordination across multiple specialties, restrictive treatment regimens and ongoing clinical follow‑up. 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.

The role requires a high level of organisation, attention to detail, strong communication skills and a compassionate, patient‑centred approach. The post holder will contribute to service development, support performance monitoring and help ensure that systems, processes and communications are efficient, timely and aligned with Trust policies and standards.

Main Responsibilities

Communication and Patient Support

• Act as the primary administrative point of contact for the Adult IMD service
• Respond professionally and empathetically to enquiries from patients, relatives, 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