Operational Neonatal Administrator

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Bedfordshire Hospitals NHS Foundation Trust Operational Neonatal Administrator

The closing date is 12 November 2026

Apply for this job

Job summary

Join our Neonatal Services team and help make a difference to the quality and safety of patient care.

We are seeking a highly organised and proactive Quality Governance Administrator to support the delivery of quality, safety, and governance activities within our Neonatal Services. This is an excellent opportunity for an experienced administrator who is passionate about continuous improvement and wants to contribute to providing outstanding care for babies and their families.

About the Role

As a Quality Governance Administrator, you will play a key role in supporting governance and quality improvement activities across neonatal services. Working closely with clinical and managerial teams, you will help coordinate governance processes, maintain accurate records, monitor actions, and support projects that drive improvements in patient safety, quality, and service delivery.

You will provide administrative support for a range of governance functions, including incident reporting, risk management, clinical audit, compliance monitoring, patient safety initiatives, and performance reporting. The role offers exposure to a broad range of quality improvement and governance activities, making it ideal for someone looking to develop a career in healthcare governance.

Main duties of the job

KEY RESPONSIBILITIES

To provide quality governance administrative support to the site quality governance function, including meeting co-ordination, as well as circulating all relevant paperwork.

To organise team meetings as directed ensuring that all relevant information is available when required.

To support the management of quality improvement and governance led meetings) by scheduling meetings and liaising with presenters to attend. To produced minutes and ensure these are accurately recorded reflected.

To provide a comprehensive administrative and secretarial service to support the quality governance framework on site.

Assist in the co-ordination of the Neonatal Services key work streams and planning processes for Bedfordshire Hospitals.

Contribute to the provision of quality data reporting to senior members of the Neonatal Services.

Provide regular reports and data analysis to assist in the ongoing development of any current or new work streams within Neonatal Services.

Assist in the establishment of any necessary data capture systems.

Provide administrative support to the multidisciplinary team of Neonatal services.

On behalf of the Neonatal services team ensure effective communication by coordinating meetings and huddles as required, collating action notes and circulating any relevant information to team members.

Please see JD and PS for more information.

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

Details

Date posted

29 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per anum

Contract

Permanent

Working pattern

Full-time

Reference number

418-NICU69959-EH

Job locations

Luton and Dunstable Hospital

Luton

LU4 0DZ

United Kingdom

Job description

Job responsibilities

Key Responsabilities:

Provide a comprehensive secretarial and administrative service to the Neonatal Services.

Deal with telephone and face to face enquiries, providing information as required.

Type a variety of documents and correspondence, reports, statistical and financial data, presentations from a variety of sources with a high degree of accuracy. This includes extraction of information from spreadsheets and/or production of complex reports and presentations.

In conjunction with senior members of Neonatal services, compile documents in relation to the progress of all issues within their remit for the area, including standard operating procedures and action plans

Assist the multidisciplinary team with surveys, compile statistical returns, audits, and submit reports, take forward the actions required under the direction of the team leads.

Assist with the coordination of reports and updates on a regular basis to relevant other groups.

Sourcing and assisting with the analysis of information secured from a variety of sources

The post holder will be required to utilise Information Technology systems such as:

Personal computers/Laptop computers/iPad

Have a comprehensive knowledge of current software applications e.g. Microsoft Teams, MS Word, MS Excel, MS Access, MS PowerPoint, MS Publisher

Other equipment used include; E-mail, Telephone, Scanner, Projector for presentation purposes

The post holder will be required to work with information from a series of local, regional and national NHS information databases and dashboards to produce accurate reports which can be further interpreted e.g.

Human Resource Information Systems (EOL, Healthroster)

BadgerNet

CMIS

iPM

ICE/Evolve

Information from the EoE Neonatal ODN

Neonatal National Audit Programme (NNAP)

This is not an exhaustive list, nevertheless it is expected that the post-holder will be able to utilise information from these sources to produce ad-hoc reports on a variety of Neonatal related issues.

Accurately interpret medical case notes within the responsibilities of the job role.

File paperwork in patients notes as and when required.

To contribute to awareness sessions to promote the more effective use of information by Clinical Directors, General Managers, and other senior Trust staff.

To ensure compliance with the Data Protection Act, NHS Data Definitions and reporting standard.

To identify own training needs and undertake regular Continuing Professional Development (CPD).

After initial induction, will work on their own initiative within Bedfordshire Hospitals policies and procedures, local guidelines and protocols

Take remedial action as required to resolve any issues or problems under direction and support of the Senior Team.

Be expected to prioritise workload and manage time effectively

Have regular ongoing contact with their direct line manager and annual appraisals

Undertake general office and administrative duties to support the management of the neonatal service and patient care delivery.

Job description

Job responsibilities

Key Responsabilities:

Provide a comprehensive secretarial and administrative service to the Neonatal Services.

Deal with telephone and face to face enquiries, providing information as required.

Type a variety of documents and correspondence, reports, statistical and financial data, presentations from a variety of sources with a high degree of accuracy. This includes extraction of information from spreadsheets and/or production of complex reports and presentations.

In conjunction with senior members of Neonatal services, compile documents in relation to the progress of all issues within their remit for the area, including standard operating procedures and action plans

Assist the multidisciplinary team with surveys, compile statistical returns, audits, and submit reports, take forward the actions required under the direction of the team leads.

Assist with the coordination of reports and updates on a regular basis to relevant other groups.

Sourcing and assisting with the analysis of information secured from a variety of sources

The post holder will be required to utilise Information Technology systems such as:

Personal computers/Laptop computers/iPad

Have a comprehensive knowledge of current software applications e.g. Microsoft Teams, MS Word, MS Excel, MS Access, MS PowerPoint, MS Publisher

Other equipment used include; E-mail, Telephone, Scanner, Projector for presentation purposes

The post holder will be required to work with information from a series of local, regional and national NHS information databases and dashboards to produce accurate reports which can be further interpreted e.g.

Human Resource Information Systems (EOL, Healthroster)

BadgerNet

CMIS

iPM

ICE/Evolve

Information from the EoE Neonatal ODN

Neonatal National Audit Programme (NNAP)

This is not an exhaustive list, nevertheless it is expected that the post-holder will be able to utilise information from these sources to produce ad-hoc reports on a variety of Neonatal related issues.

Accurately interpret medical case notes within the responsibilities of the job role.

File paperwork in patients notes as and when required.

To contribute to awareness sessions to promote the more effective use of information by Clinical Directors, General Managers, and other senior Trust staff.

To ensure compliance with the Data Protection Act, NHS Data Definitions and reporting standard.

To identify own training needs and undertake regular Continuing Professional Development (CPD).

After initial induction, will work on their own initiative within Bedfordshire Hospitals policies and procedures, local guidelines and protocols

Take remedial action as required to resolve any issues or problems under direction and support of the Senior Team.

Be expected to prioritise workload and manage time effectively

Have regular ongoing contact with their direct line manager and annual appraisals

Undertake general office and administrative duties to support the management of the neonatal service and patient care delivery.

Person Specification

Qualifications

Essential

• oGCSE English or equivalent.
• oExperience of minute taking at committee secretarial level
• oNVQ Level 3 Business management or equivalent

Desirable

• oDegree level in Informatics
• oExperience of Quality Improvement projects
• oRelevant experience at a secretarial level in a Tertiary NICU

Experience

Essential

• oUsed to producing analysis in numerical or graphical formats to a high standard with particular focus on the neonatal Service.
• oAble to plan, organise and prioritise own work effectively to meet tight datelines.
• oAwareness of how to utilise and manage resources.
• oExperience in coordinating and managing diary appointments for Senior Team members
• oStrong customer service skills, including face-to-face communication with the public/families in sensitive situations.
• oPortfolio of leadership attributes

Desirable

• oEvidence of working in a demanding and time pressured environment of a Level 3 NICU
• oExperience of working at a conceptual as well as at a detailed level

Knowledge

Essential

• oAwareness of Safeguarding Children principles in a hospital environment.
• oExperience in providing a comprehensive neonatal data entry collection and audit
• oKnowledge of standard NHS reporting requirements
• oStrong understanding of data security, confidentiality and governance.
• oDemonstrate understanding of the importance of non-judgemental behaviour towards service users
• oDemonstrate understanding of the importance of reporting any risk matters or incidents.

Desirable

• oDemonstrate experience in handling sensitive and confidential information.
• oKnowledge and awareness of issues affecting NHS acute hospitals

Skills

Essential

• oGood written and verbal communication skills.
• oLegible, accurate and concise hand writing skills including use of spreadsheets and/or spc charts for reporting
• oExperience in electronic communication (e-mail) and use of the internet.
• oConcise and accurate report writing skills
• oAbility to process, understand and analyse complex information and produce high quality outputs
• oComprehensive knowledge of current software applications e.g. MS Teams, Word, Excel, Access, Powerpoint,
• oPrioritising, planning and organisational skills.

Person Specification

Qualifications

Essential

• oGCSE English or equivalent.
• oExperience of minute taking at committee secretarial level
• oNVQ Level 3 Business management or equivalent

Desirable

• oDegree level in Informatics
• oExperience of Quality Improvement projects
• oRelevant experience at a secretarial level in a Tertiary NICU

Experience

Essential

• oUsed to producing analysis in numerical or graphical formats to a high standard with particular focus on the neonatal Service.
• oAble to plan, organise and prioritise own work effectively to meet tight datelines.
• oAwareness of how to utilise and manage resources.
• oExperience in coordinating and managing diary appointments for Senior Team members
• oStrong customer service skills, including face-to-face communication with the public/families in sensitive situations.
• oPortfolio of leadership attributes

Desirable

• oEvidence of working in a demanding and time pressured environment of a Level 3 NICU
• oExperience of working at a conceptual as well as at a detailed level

Knowledge

Essential

• oAwareness of Safeguarding Children principles in a hospital environment.
• oExperience in providing a comprehensive neonatal data entry collection and audit
• oKnowledge of standard NHS reporting requirements
• oStrong understanding of data security, confidentiality and governance.
• oDemonstrate understanding of the importance of non-judgemental behaviour towards service users
• oDemonstrate understanding of the importance of reporting any risk matters or incidents.

Desirable

• oDemonstrate experience in handling sensitive and confidential information.
• oKnowledge and awareness of issues affecting NHS acute hospitals

Skills

Essential

• oGood written and verbal communication skills.
• oLegible, accurate and concise hand writing skills including use of spreadsheets and/or spc charts for reporting
• oExperience in electronic communication (e-mail) and use of the internet.
• oConcise and accurate report writing skills
• oAbility to process, understand and analyse complex information and produce high quality outputs
• oComprehensive knowledge of current software applications e.g. MS Teams, Word, Excel, Access, Powerpoint,
• oPrioritising, planning and organisational skills.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Luton and Dunstable Hospital

Luton

LU4 0DZ

United Kingdom

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

Luton and Dunstable Hospital

Luton

LU4 0DZ

United Kingdom

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Neonatal Governance Lead

Silvia Manuela Lemos Sampaio

[email protected]

01582718309

Details

Date posted

29 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per anum

Contract

Permanent

Working pattern

Full-time

Reference number

418-NICU69959-EH

Job locations

Luton and Dunstable Hospital

Luton

LU4 0DZ

United Kingdom

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