Administration Assistant; Hydrocephalus and Oncology teams

Administration Assistant (Hydrocephalus and Oncology teams)

Thank you for your interest in this vacancy. This role provides comprehensive administrative support to the Neurosurgery service, working closely with the Hydrocephalus and Oncology teams to manage outpatient appointments and coordinate inpatient and day-case activity.

The postholder will be responsible for scheduling clinics, admissions, and theatre lists; maintaining accurate patient records; and delivering a high-quality, responsive service to patients, clinicians, and external stakeholders. Duties include managing patient admissions and waiting lists, booking theatre lists, outpatient and pre-admission appointments, and handling clinic letters and correspondence in line with NHS and Trust policies.

Key duties include:

• Support Hydrocephalus and Oncology teams by managing patient admissions and scheduling in line with NHS and Trust guidelines.
• Maintain waiting lists; add, remove, and update patient details per Patient Access Policy.
• Book theatre lists, outpatient, pre-admission, diagnostic, and operation appointments; ensure accurate PAS records.
• Prepare and process clinic letters, verify templates, and send to patients; trace and manage notes.
• Handle correspondence, incoming mail, and prioritise clinical referrals.
• Provide advice to patients on admissions and waiting list status; maintain confidentiality and empathy.
• Liaise with consultants, MDT coordinators, and partner organisations to facilitate treatment, including cancer pathways.
• Perform general office tasks (filing, photocopying, faxing) and answer telephone enquiries promptly and courteously.
• Communicate regularly with clinical teams and management; document special needs/comorbidities for wards.
• Provide cover for colleagues during absences and undertake additional administrative tasks as required.
• Adhere to Trust policies on data protection, infection control, and diversity.

Working for North Bristol NHS Trust: NBHT employs over 12,000 staff providing healthcare across the region from the Southmead hospital. We are committed to equality of opportunity and welcome applicants from all backgrounds.

Essential criteria and desirable criteria are listed in the person specification, including education, IT skills, communication skills, and NHS or customer service experience. The role requires good organisational skills, the ability to prioritise under pressure, and a proactive, professional approach.

Please note:

• If you apply and have not heard from NBHT within three weeks of the closing date, please assume your application was unsuccessful.
• NBHT does not reimburse travel expenses for interview attendance.
• Pre-employment checks are undertaken for all successful applicants.

The successful applicant(s) will normally commence at the minimum of the salary scale unless there is prior NHS service at the same band. Progression is by annual increments. NBHT is committed to safeguarding and promoting the welfare of children and young people.

Equality, diversity and inclusion:
We encourage applications from candidates who are underrepresented in NBHT’s workforce at Band 8a and above, including Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that you may be contacted via TRAC or email. Regularly check your TRAC account and email, including junk/spam folders, for updates.

• Entry level

• Full-time

• Administrative

• Hospitals and Health Care