Urology Patient Pathway Coordinator

Bristol NHS Foundation Trust; West of England; On-site; GBP 26,000 - 34,000; Full time

Job summary

Bristol NHS Foundation Trust is advertising a Patient Pathway Co-ordinator within the Penile Urology Team. The role focuses on managing administrative processes for patients in penile urology across the Bristol and South West area, working 37.5 hours per week.

You will lead admin staff, coordinate bookings for diagnostics and surgeries, and ensure timely communication with patients and clinicians. Equal opportunities employer with diverse workforce commitments.

Qualifications

• Excellent keyboard and computer skills.
• Education to GCSE English standard or equivalent.
• Experience in the NHS or similar organisation; working in a busy team.

Responsibilities

• Ensure efficient patient admissions for investigations, diagnostics and procedures.
• Schedule new or follow-up outpatient appointments and pre-admission activities.
• Liaise with consultant teams and partner organisations to coordinate treatment and waiting lists.
• Provide information service to elective patients and ensure accurate record keeping.

Skills

Keyboard skills

Computer skills

Microsoft Office

Data protection

Education

GCSE English Standard or equivalent

Tools

Trac

ESR HR system

PAS system

Job description

Qualifications

Essential criteria

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1st July 2026 to become Bristol NHS Foundation Trust. This creates 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.

Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

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 Penile Urology Team. This team are focused on helping manage the administrative processes for patient's seen by our penile urology team in the Bristol and South West area.

Main duties of the job

This role also involves working closely with the Penile consultants and leading a team of admin staff.

Ensuring the booking of functional patients for diagnostic procedures and surgical treatments.

Leading a team of assistants in the coordination of penile urology pathways.

Actioning of admin from a team of consultants and typing letters from clinic.

Working for our organisation.

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.

With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. 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. Bristol NHS Foundation Trust values all people as individuals. 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.

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

Qualifications

Essential criteria

• Excellent keyboard and computer skills
• Training will be provided for BNSSG Patient Access Policy and computerised patient administration system
• Education to GCSE English Standard or equivalent

Work Experience

Essential criteria

• Experience of working in the NHS or similar organisation
• Experience of working in a multi-disciplinary or busy team environment
• Experience of working under pressure
• Experience of working to protocols and procedures
• Experience of talking to patients/service users
• Good attention to detail and completion of tasks to deadlines
• Experience of staff scheduling to cover needs of the service
• Ability to exercise judgement whilst problem solving and seeking advice appropriately

Knowledge/Skills/Abilities

Essential criteria

• Working knowledge of relevant hospital systems
• Full working knowledge of Microsoft Office, including Outlook, Email and Word
• Knowledge of the Trusts Policies and Procedures
• Understanding of patient confidentiality and data protection (inc HFEA if required)
• Understanding of medical terminology
• Ability to establish new working systems and patterns

• 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 to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Important

Please note that if you apply for a position with this 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. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.