Service Administrator

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, highquality 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 followup. 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, patientcentred 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 adhoc 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 uptodate patient records using Trust systems, including PAS and electronic patient records Develop and manage tracking lists to ensure followups, 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 notetaking and followup 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