Urology Patient Pathway Coordinator

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North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) are working towards merging as one organisation from July 2026. This will create an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people. Should you join NBT as an employee prior to our organisations merging, your employment will be automatically transferred across to UHBW. Should your employment begin after our two Trusts merge, you will be employed directly by UHBW and therefore UHBW terms and conditions of service will apply.

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Job Overview

A fantastic opportunity has recently arisen within the Bristol Urological Institute as we are advertising for a Patient Pathway Co-ordinator working 37.5 hours a week to join our busy Urology department within the Functional Urology Team. This team are focused on helping manage the administrative processes for patient's seen by our functional urology team in the Bristol and South West area.

Main duties of the job

This role also involves working closely with the Functional consultants and leading a team of admin staff. Ensuring the booking of functional patients for diagnostic procedures and surgical treatments. Leading a team of four assistants in the coordination of functional urology pathways. Actioning of admin from a team of consultants and typing letters from clinic.

Working for our organisation

The Functional Urology team in the Urology service is a fast paced service therefore attention to detail is a must along with a strong work ethic.

Detailed Job Description And Main Responsibilities

To work as part of a team to ensure that patients are admitted efficiently for investigative treatments, diagnostic procedures and inpatient and day-case operations within national guidelines and in accordance with the trust’s Patients Access Policy. This includes: NHS Constitution, waiting time standards; Department of Health admission guidelines and booking rules.

To work as part of a multi-disciplinary clinical team maintaining efficient systems and processes relating to patient admissions. This includes maintaining accurate computerised and manual records, inputting registration and waiting list data onto the trust’s computer systems and ensuring that all patient records are kept up to date with any details relevant to the patient’s attendance and/or admission.

As appropriate, schedule new or follow-up outpatient appointments, book pre-admission appointments, organise investigative treatments, diagnostic appointments and TCI/operation dates ensuring that patients are informed, with reasonable notice, and that all relevant paper work is completed for given appointment. This includes ensuring that all elective attendances/admissions are promptly and accurately recorded on the appropriate PAS system(s).

Provide administrative support to consultant/clinical teams including the management of clinician’s diaries/timetables. Confirmation of consultant’s timetables to ensure that appropriate cover is available for all clinical sessions.

To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers.

Ensure that comprehensive demographic and waiting list information is recorded &/or provided at the point of receipt of referral or transfer to the partner organisation to warrant that patients are treated in accordance with elective waiting time standards.

To ensure that funding has been authorised for identified procedures prior to booking a patient for surgery.

To ensure that kit necessary for procedures has been identified.

To ensure that valuable theatre resources are utilised to maximum potential, including replacing short notice cancellations.

To cancel patient appointments &/or TCI dates as requested and ensure that they are rescheduled in accordance with Trust policy. Accurately record all cancellations and cancellation reasons.

Provide information service for elective patients (including distressed and anxious patients/relatives as required). Be aware of the needs and concerns of patients and provide a friendly, efficient and courteous service to patients, relatives and visitors, providing them with advice and information as appropriate.

Regular communication with consultant teams, clinical staff and directorate management to enable efficient processes. Be aware of correct booking processes which are being followed e.g. full booking/partial booking, accurate recording of elective/ non-elective activity.

Be aware of the needs and concerns of patients and to provide a friendly, efficient service to the patients. Use effective listing/communication skills when dealing with potentially distressed or bereaved patients and/or relatives. Use empathetic approach to patients and/or relatives seeking assistance from clinical staff/senior managers as appropriate.

Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals.

Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness.

To undertake additional administrative tasks and responsibilities within the specialty/clinical division as required by [the division or assistant general manager].

Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients’ rights and diversity and ensuring fair access to services.

The post holder will undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the provision that appropriate training is given and that wherever possible significant changes of a permanent nature shall be mutually agreed and incorporated into the job.

Person specification

Education/Training/Qualifications

Essential criteria

• Good general education including GSCE in Maths or English (or equivalent)
• Advanced keyboard and computer skills (Microsoft office)

Desirable criteria

• Patient Administration System (PAS) training

Work Experience

Essential criteria

• Experience of working under pressure
• Experience of working as part of a team in a multi-disciplinary environment.
• Database experience
• Knowledge of patient pathway

Desirable criteria

• Experience of supervising a team

Knowledge/Skills/Abilities

Essential criteria

• Excellent written/verbal communication skills
• Excellent customer care skills.
• Ability to work using own initiative with excellent organisational skills and meticulous attention to detail
• The ability to work under pressure, within a stressful environment, prioritise own workload and work to tight deadlines
• Ability to exercise judgement and take responsibility for actions
• Able to promote good working relationships amongst team, colleagues and clinical staff
• Willingness and ability to learn new IT skills and technology

Please note that if you apply for a position with North Bristol NHS Trust, you may be contacted via TRAC or via email. This includes invites for job interviews. We therefore recommend that you regularly check your TRAC Account and email accounts including junk and spam folders. If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance. If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.