Job summary
The Clinical Genetics Service is delighted to invite applications for a Permanent, full-time (1.0 WTE) Band 3 Family History Coordinator to join our team in Bristol.T he Family History Coordinator is a key role in clinical genetics, responsible for managing referrals, collecting family history information, confirming diagnoses, and providing administrative support to ensure efficient referral pathways and assist our Consultants and Genetic Counsellors. Due to the nature of the work undertaken in the Clinical Genetics Department, the post holder should be aware that they may be exposed to emotionally upsetting/distressing news and situations.
The Clinical Genetics Service at University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) provides Clinical Genetics and Genetic Counselling services to patient in Bristol, Bath, Gloucestershire and the southwest and is based at St Michaels Hospital in the centre of Bristol.
The successful applicant will initially be employed by UHBW. However, the service is currently in the process of integrating with the Peninsula Clinical Genetics Service under Royal Devon University Healthcare NHS Foundation Trust to form the new Southwest Clinical Genetics Service. As part of this transition, it is expected that a TUPE transfer will take place on 1 April 2026, at which point the contracts of all members of the Bristol Clinical Genetics Service -- including this post -- will transfer to Royal Devon University Healthcare NHS Foundation Trust.
Main duties of the job
The Family History Coordinator is essential to the efficient running of the Clinical Genetics Service. We are looking for an enthusiastic and positive team player and the ideal candidate will have experience of working in an administrative setting. Strong communication, interpersonal, and IT skills are essential. Training will be provided on our in-house database and other relevant systems. Please refer to the attached Job Description for full details.
Due to the nature of the work undertaken in the Clinical Genetics Department, the post holder should be aware that they may be exposed to emotionally upsetting/distressing news and situations.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
Main Duties and Responsibilities
Clinical Genetics referrals are received from GPs, hospital consultants, health professionals, other genetic centres and family history clinics. Once received, further specific information is often required. This information will provide the basis for accurate genetic counselling and possible genetic testing.
The Family History Coordinator duties include:
Family History Coordination and Cancer Genetics Coordination
- Checking whether family members are already known to the Service.
- Managing the Cancer Family History Pathway and administration of family history forms pertaining to referrals discussing a personal or family history of cancer in Clinical Genetics.
- Sending out family history forms as directed by the Consultant Geneticist to ascertain patients family history, tracking responses and escalating cases as appropriate.
- Data inputting information provided on the family history forms onto the departmental database.
- Contacting patients to obtain consent for access to medical information where needed from family members ensuring that there is discretion and confidentiality at all times.
- Liaising with relevant laboratories, regional registries, pathology departments, GPs and clinical departments to request sensitive and at times complex information on patients and family members.
- Ensuring the above information is returned in a timely manner and if not, chasing it as necessary.
- Draw clinical pedigree diagrams using appropriate software.
- Have a general knowledge of the principles of hereditary cancer risk assessment. Apply that knowledge to patient care and service development including the department cancer genetics database.
- Ensure that family history summaries are ready in a timely manner and that information is complete and accurate before forwarding to clinical staff for risk assessment.
- Complete all administrative tasks following family history processes, including updating waiting lists, informing patients of next steps, and ensuring consultant guidance letters are sent.
Referral Management
- Act as the first point of contact for individuals referred through the Cancer Genetics Family History pathway, responding to enquiries and providing information via email, telephone and post.
- Fully documenting all referrals into the department on hospital systems and the clinical genetics systems ensuring timely and precise data entry.
- Liaise with the Trust Referrals team to ensure patient pathways start on the correct date.
- Support the triaging of referrals by liaising with key clinical staff
Administrative Support
- Request notes from offsite storage or satellite offices via internal transport.
- Undertake general typing, scanning, photocopying, and filing as required, ensuring all clinical documents are up to date, accurate, legible and correctly filed.
- Manage patient communications both via telephone and through Trust systems to create letters, emails and text reminders
- Maintain, order and receipt stationary and essential items, in line with Trust policies
Communication Skills
- Answer the telephone promptly, deal with enquiries in a professional efficient manner, and/or take messages and ensure they are received by the correct recipient.
- Liaise regularly with clinical and non-clinical staff, e.g. consultants, genetic counsellors, genomic practitioners, and admin colleagues within the Trust and external and act as a point of contact.
- Liaise with GP surgeries and other hospital staff.
- Escalate patient queries, capacity problems and general issues to the performance and administration manager or relevant clinical staff as appropriate
- Provide help and support to other people as required.
- Excellent interpersonal and communication skills, maintaining professionalism at all times.
Confidentiality and Professionalism
- Ensuring confidentiality on all matters obtained during course of employment
- Ensuring all clinical documents are up to date, accurate, legible and correctly filed.
- Comply with the terms of the Data Protection Act and local Trust policies at all times
Digital Skills
- Training on in-house IT systems will be provided. In alignment with the transition to the Southwest Clinical Genetics Service, the post holder shall undertake any additional training required, including on new software systems, to ensure continued competency and compliance with service standards.
- Using a range of skills specific to the bespoke in-house software (TrakGene) to prepare family trees electronically. This will require periods of prolonged concentration to ensure accuracy.
- Collating and analysing data on TrakGene in respect of all new referrals for audit, service development and planning. Also to retrieve from the system, specific information for research and development.
Other responsibilities
- Undertake any training required in order to maintain competency including mandatory training, i.e. Fire, Manual Handling
- Assist in training of new members of the team
- To provide cross cover in the absence of other co-ordinators within the team as and when required.
- To attend appropriate meetings identified by the administrative manager.
- Any other duties identified as required by the administrative manager within capabilities.
- To take part in regular appraisal meetings and take responsibility for ensuring all mandatory and statutory training is up to date.
- Contribute to and work within a safe working environment
- The post-holder is expected to comply with Trust Infection Control Policies and conduct him/herself at all times in such a manner as to minimise the risk of healthcare associated infection
- The post-holder could be required to undertake other duties which are in line with the grading of the post to ensure the smooth running of the Genetics Service.
Job description
Job responsibilities
Main Duties and Responsibilities
Clinical Genetics referrals are received from GPs, hospital consultants, health professionals, other genetic centres and family history clinics. Once received, further specific information is often required. This information will provide the basis for accurate genetic counselling and possible genetic testing.
The Family History Coordinator duties include:
Family History Coordination and Cancer Genetics Coordination
- Checking whether family members are already known to the Service.
- Managing the Cancer Family History Pathway and administration of family history forms pertaining to referrals discussing a personal or family history of cancer in Clinical Genetics.
- Sending out family history forms as directed by the Consultant Geneticist to ascertain patients family history, tracking responses and escalating cases as appropriate.
- Data inputting information provided on the family history forms onto the departmental database.
- Contacting patients to obtain consent for access to medical information where needed from family members ensuring that there is discretion and confidentiality at all times.
- Liaising with relevant laboratories, regional registries, pathology departments, GPs and clinical departments to request sensitive and at times complex information on patients and family members.
- Ensuring the above information is returned in a timely manner and if not, chasing it as necessary.
- Draw clinical pedigree diagrams using appropriate software.
- Have a general knowledge of the principles of hereditary cancer risk assessment. Apply that knowledge to patient care and service development including the department cancer genetics database.
- Ensure that family history summaries are ready in a timely manner and that information is complete and accurate before forwarding to clinical staff for risk assessment.
- Complete all administrative tasks following family history processes, including updating waiting lists, informing patients of next steps, and ensuring consultant guidance letters are sent.
Referral Management
- Act as the first point of contact for individuals referred through the Cancer Genetics Family History pathway, responding to enquiries and providing information via email, telephone and post.
- Fully documenting all referrals into the department on hospital systems and the clinical genetics systems ensuring timely and precise data entry.
- Liaise with the Trust Referrals team to ensure patient pathways start on the correct date.
- Support the triaging of referrals by liaising with key clinical staff
Administrative Support
- Request notes from offsite storage or satellite offices via internal transport.
- Undertake general typing, scanning, photocopying, and filing as required, ensuring all clinical documents are up to date, accurate, legible and correctly filed.
- Manage patient communications both via telephone and through Trust systems to create letters, emails and text reminders
- Maintain, order and receipt stationary and essential items, in line with Trust policies
Communication Skills
- Answer the telephone promptly, deal with enquiries in a professional efficient manner, and/or take messages and ensure they are received by the correct recipient.
- Liaise regularly with clinical and non-clinical staff, e.g. consultants, genetic counsellors, genomic practitioners, and admin colleagues within the Trust and external and act as a point of contact.
- Liaise with GP surgeries and other hospital staff.
- Escalate patient queries, capacity problems and general issues to the performance and administration manager or relevant clinical staff as appropriate
- Provide help and support to other people as required.
- Excellent interpersonal and communication skills, maintaining professionalism at all times.
Confidentiality and Professionalism
- Ensuring confidentiality on all matters obtained during course of employment
- Ensuring all clinical documents are up to date, accurate, legible and correctly filed.
- Comply with the terms of the Data Protection Act and local Trust policies at all times
Digital Skills
- Training on in-house IT systems will be provided. In alignment with the transition to the Southwest Clinical Genetics Service, the post holder shall undertake any additional training required, including on new software systems, to ensure continued competency and compliance with service standards.
- Using a range of skills specific to the bespoke in-house software (TrakGene) to prepare family trees electronically. This will require periods of prolonged concentration to ensure accuracy.
- Collating and analysing data on TrakGene in respect of all new referrals for audit, service development and planning. Also to retrieve from the system, specific information for research and development.
Other responsibilities
- Undertake any training required in order to maintain competency including mandatory training, i.e. Fire, Manual Handling
- Assist in training of new members of the team
- To provide cross cover in the absence of other co-ordinators within the team as and when required.
- To attend appropriate meetings identified by the administrative manager.
- Any other duties identified as required by the administrative manager within capabilities.
- To take part in regular appraisal meetings and take responsibility for ensuring all mandatory and statutory training is up to date.
- Contribute to and work within a safe working environment
- The post-holder is expected to comply with Trust Infection Control Policies and conduct him/herself at all times in such a manner as to minimise the risk of healthcare associated infection
- The post-holder could be required to undertake other duties which are in line with the grading of the post to ensure the smooth running of the Genetics Service.
Person Specification
Skills and Abilities
Essential
- Excellent verbal, written and telephone communication skills
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Excellent organisational skills & ability to prioritise own workload
- Ability to work on your own, using your own initiative, if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to work effectively in a busy team, adjust to change and motivate others
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge and Experience
Essential
- Previous clerical/administrative experience
- Strong IT literacy, including proficiency in Microsoft Word, Excel, and Outlook
- Knowledge of patient confidentiality and ability to deal with sensitive & highly confidential information
Desirable
- Previous NHS experience in an administrative role
- Understanding of medical terminology and working with patients
- Experience of using a Patient Administration System
Person Specification
Skills and Abilities
Essential
- Excellent verbal, written and telephone communication skills
- Able to work under pressure and meet deadlines whilst maintaining a high standard of accuracy
- Excellent organisational skills & ability to prioritise own workload
- Ability to work on your own, using your own initiative, if required
- Confidence to handle difficult conversations with patients, relatives and carers
- Ability to work effectively in a busy team, adjust to change and motivate others
Qualifications and Training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Desirable
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge and Experience
Essential
- Previous clerical/administrative experience
- Strong IT literacy, including proficiency in Microsoft Word, Excel, and Outlook
- Knowledge of patient confidentiality and ability to deal with sensitive & highly confidential information
Desirable
- Previous NHS experience in an administrative role
- Understanding of medical terminology and working with patients
- Experience of using a Patient Administration System
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.
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.
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
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
St Michael's Hospital
Southwell Street
Bristol
BS2 8EG
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
