Rare Diabetes Administrator

Company: Birmingham Women’s and Children’s NHS Foundation Trust

Location: Birmingham, United Kingdom

Employment Type: Part-time

Salary: £27,485 – £30,162 per annum (pro-rata)

Professional Job Summary

The Birmingham Women’s and Children’s NHS Foundation Trust is seeking a dedicated Administrator to act as the primary coordinator for their highly specialized Rare Diabetes services. This role is essential to the successful delivery of Multi-Disciplinary Team (MDT) clinics, including Alstrom, Setmelanotide, Wolfram, and Bardet-Biedl Syndrome (BBS). You will manage the entire patient journey, from initial referral to long-term transition. This position requires a highly organized individual who can balance clinical logistical planning with sensitive patient communication, acting as the key link between patients, medical consultants, specialist nurses, and external advocacy charities.

Key Responsibilities

Clinic Coordination: Lead the scheduling of annual clinic dates in collaboration with Consultants and ensure all pre- and post-clinic meetings are planned and communicated to the MDT.
Patient Pathway Management: Oversee all outpatient activity, including booking appointments, generating correspondence, and managing waiting lists to ensure compliance with NHS waiting time targets.
Stakeholder Liaison: Act as the central point of contact for external charities and the internal MDT, ensuring all parties are aligned for clinic days and that patient data is transferred securely and on time.
Clinical Support: Provide proactive administrative support to the medical team, ensuring Consultants and nurses are organized to meet their clinical and non-clinical commitments.
Inquiry Management: Manage patient inquiries via phone, email, letter, or face-to-face, utilizing tact and initiative to escalate urgent matters to the appropriate MDT member immediately.

Required Qualifications & Skills

Administrative Experience: Proven track record in an administrative or coordination role, preferably within a healthcare or clinical environment.
Communication: Exceptional verbal and written communication skills, with the ability to handle sensitive patient information with empathy and professional discretion.
Organizational Agility: Highly proficient in planning complex schedules and maintaining data systems to meet strict NHS reporting requirements.
Resilience: Ability to handle high-pressure environments and prioritize urgent tasks while maintaining accuracy.
Collaboration: A proactive team player comfortable liaising with a wide range of stakeholders, including doctors, families, and charitable organizations.

About the Trust

Birmingham Women’s and Children’s NHS Foundation Trust (BWC) is a UK leader in specialist paediatric and women’s care. Since its formation in 2017, the Trust has focused on providing world-class physical and mental health services. The Birmingham Children’s Hospital holds an international reputation, while the Women’s Hospital operates one of the busiest maternity units in the country, delivering over 8,200 babies annually. The Trust is deeply committed to inclusion, diversity, and equality across all areas of their workforce.

Market & Industry Context

Rare disease coordination—specifically within metabolic and diabetic pathways like Wolfram or BBS—requires a high level of administrative precision. In the UK, these “Rare Diabetes” clinics are often centralized, meaning administrators act as the vital bridge between local community care and highly specialized tertiary hospital services. As the NHS emphasizes more integrated, family-centered care, administrators in these roles are increasingly recognized as essential members of the clinical pathway.

Career Growth & Progression Path

Band 4/5 Specialist: Experience in managing highly specialized clinical pathways often leads to roles as a Service Coordinator or Pathway Manager within the NHS.
Clinical Administration Lead: Opportunities to progress into Departmental Management, where you oversee the administrative strategy for a wider clinical division.
Operational Management: The skills gained in coordination, data reporting, and NHS target management provide a strong foundation for moving into Trust-level Operations Management.

Interview Preparation Insights

Clinic Logistics: Be prepared to explain how you would handle a situation where a patient arrives for a clinic and critical information has not been received from an external referral site.
Prioritization: You will be supporting multiple clinics (Alstrom, Setmelanotide, etc.) simultaneously. How do you ensure no tasks are missed when you are working on a part-time basis?
Communication with Families: These clinics involve complex, rare conditions. How do you ensure your communication with families is compassionate yet professional?
NHS Targets: Be familiar with the concept of “Patient Pathway” and “RTT” (Referral to Treatment) targets. Understanding why these exist will help you explain your administrative decisions in the interview.

Compliance & Application Note

Early Closing: The Trust reserves the right to bring the closing date forward if a high number of applications are received. It is recommended to apply immediately.

Evidence: Ensure your application clearly maps your skills and experience against the job description and person specification to meet the Trust’s recruitment criteria.

Core Summary: Rare Diabetes Administrator

Category	Details
Role Title	Rare Diabetes Administrator
Organization	Birmingham Women’s and Children’s NHS Foundation Trust
Salary	£27,485 – £30,162 per year
Employment Type	Part-time
Specialist Clinics	Alstrom, Setmelanotide, Wolfram, and BBS (Bardet-Biedl Syndrome) MDT
Maternity Volume	>8,200 babies delivered annually (Trust-wide)
Foundation Date	February 2017
Mental Health Scope	Forward Thinking Birmingham (FTB) serving ages 0–25

To apply for this job please visit bwc.nhs.uk.