Bedfordshire Hospitals NHS Foundation Trust

Administrator- Vascular Surgery

The closing date is 02 March 2026

Job summary

An exciting opportunity has become available for three motivated and organised Administrators to join the Vascular Surgery Department. This role plays a vital part in ensuring the smooth running of the service and supporting the delivery of high-quality patient care.

The post holder will work alongside the secretarial team and Assistant Service Manager to to deliver high quality care, includingtaking calls and contacting patients, manning the reception desk in the vascular unit, transcribing dictations using Trust software, booking inpatient waiting lists and theatre lists under secretarial supervision, inputting 18 week outcome forms and other administrative duties to support the team.

This is an exciting time for the Vascular Surgery team as our hub is relocating from Bedford Hospital to Luton and Dunstable Hospital in April 2026. The successful candidate will be pivotal to supporting the team during this transition.

The successful candidate will need to be compassionate, resilient and self-motivated. This includes a positive approach to team working and have excellent interpersonal and problem solving skills. The ability to produce high quality work to timelines whilst managing conflicting priorities is essential.

If you would like to find out more about this exciting opportunity please contact; Kayleigh Spackman kayleigh.spackman@bedsft.nhs.uk

Main duties of the job

o Manning the vascular unit reception desk when required and providing cross-cover. Book appointments in accordance with the Trust Access Policy and standard operating procedures. Add patients to the waiting list and enter 18 week coding data onto the IPM system. Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary. o Book inpatient waiting lists/theatre lists (using the Patient Tracking List and Waiting list) using the ICE system and IPM - creating accurate waiting list entries on the Trust PAS system. Including Surgeon, Speciality, Priority, List name, admission type, anaesthetic type, who can operate, Inpatient or Daycase, admitting ward, surgical procedure required.o To ensure that essential information is entered onto the operating list comments so all theatre staff are informed of required data for example wheelchair bound hoist required, latex allergies, diabetic, MRSA.o To explain inpatient and waiting list procedures to patients, relatives and other staff members. To provide non-clinical advice and information regarding appointments, admissions and theatre arrangements to patients and relatives.oEnsure that 28 day rule cancellations are appropriately scheduled in line with the Trust's Patient Access Policy and inform the secretarial team or Service Manager when there are difficulties with re-dating.Any other duties listed in the job description.

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Date posted

17 February 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year pa, pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

418-ADMIN5104-VR

Job locations

Luton and Dunstable Hosptial

Lewsey Road

Luton

LU4 0DZ

Job description

Job responsibilities

Provide a customer focused service dealing with all patients or visitors in an efficient, polite and courteous manner.

Manning the vascular unit reception desk when required and providing cross-cover.

Typing of clinic letters, proof reading, printing and posting. Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy

Photocopying, filing, and other general office duties.

Handle queries from patients/relatives confidentially and sensitively; referring clinical related queries to appropriate staff.

Book appointments in accordance with the Trust Access Policy and standard operating procedures. Add patients to the waiting list and enter 18 week coding data onto the IPM system. Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.

Book inpatient waiting lists/theatre lists (using the Patient Tracking List and Waiting list) using the ICE system and IPM creating accurate waiting list entries on the Trust PAS system. Including Surgeon, Speciality, Priority, List name, admission type, anaesthetic type, who can operate, Inpatient or Daycase, admitting ward, surgical procedure required.

To ensure that essential information is entered onto the operating list comments so all theatre staff are informed of required data for example wheelchair bound hoist required, latex allergies, diabetic, MRSA.

To explain inpatient and waiting list procedures to patients, relatives and other staff members. To provide non-clinical advice and information regarding appointments, admissions and theatre arrangements to patients and relatives.

Ensure that 28 day rule cancellations are appropriately scheduled in line with the Trusts Patient Access Policy and inform the secretarial team or Service Manager when there are difficulties with re-dating.

Answering calls from patients and ringing to book patients in. Take and relay as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information. Provide advice with regards to appointments to patients and relatives on the telephone.

Prioritising and actioning of incoming and outgoing mail, including e-mail, internal and external post correspondence with the timely distribution of mail to the relevant place.

Interact with patients and relatives in distress in a sensitive and empathetic manner.

Arrange interpreter services where indicated.

Provide cover across the team as and when required.

Escalate any capacity issues via the local escalation process.

Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where required.

To be able to contribute to continuous service improvement initiatives by highlighting areas for improvement.

Be aware of the targets in the NHS plan and how actions taken in everyday procedures affect these targets.

To be aware of 18 week RTT guidance and speciality pathways, and support with data validation where required.

To support new members of the admin team with in-house training.

To be aware of and adhere to The Trusts policies and procedures relevant to the role.

To provide admin assistance to service manager from time to time.

Any other duties commensurate with the grade.