Family History Co-ordinator

Overview

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. The 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. The successful applicant will initially be employed by UHBW. However, the service is currently integrating with the Peninsula Clinical Genetics Service under Royal Devon University Healthcare NHS Foundation Trust to form the Southwest Clinical Genetics Service. A TUPE transfer is expected to take place on 1 April 2026, at which point all Bristol Clinical Genetics Service staff, including this post, will transfer to Royal Devon NHS Foundation Trust.

The post holder should be aware that they may be exposed to emotionally upsetting/distressing news and situations due to the nature of work in Clinical Genetics.

UHBW provides Clinical Genetics and Genetic Counselling services to patients in Bristol, Bath, Gloucestershire and the southwest and is based at St Michaels Hospital, Bristol. UHBW is one of the largest acute Trusts, with a diverse workforce and a commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.

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 to support accurate genetic counselling and possible genetic testing.
• Family History Coordination and Cancer Genetics Coordination: check whether family members are already known to the Service; manage the Cancer Family History Pathway and administer family history forms pertaining to referrals discussing a personal or family history of cancer in Clinical Genetics.
• Send out family history forms as directed by the Consultant Geneticist, track responses, and escalate cases as appropriate.
• Data inputting information from family history forms onto the departmental database.
• Contact patients to obtain consent for access to medical information from family members, ensuring discretion and confidentiality at all times.
• Liaise with laboratories, regional registries, pathology departments, GPs and clinical departments to request sensitive information on patients and family members.
• Ensure information is returned in a timely manner; chase as necessary if not.
• Draw clinical pedigree diagrams using appropriate software.
• Have a general knowledge of hereditary cancer risk assessment and apply that knowledge to patient care and service development.
• Ensure family history summaries are ready in a timely manner and are complete and accurate before forwarding to clinical staff for risk assessment.
• Complete administrative tasks following family history processes, including updating waiting lists, informing patients of next steps, and ensuring consultant guidance letters are sent.
• Referral Management: be the first point of contact for referrals via Cancer Genetics Family History pathway, respond to enquiries, and document all referrals in hospital systems with timely data entry.
• Coordinate with the Trust Referrals team to start patient pathways on the correct date; support triaging of referrals by liaising with key clinical staff.
• Administrative Support: request notes from offsite storage, undertake typing, scanning, copying, and filing; manage communications to create letters, emails, and text reminders; maintain stationery and items in line with Trust policies.
• Communication: answer the telephone promptly, liaise with clinical and non-clinical staff, GP surgeries and hospital staff; escalate patient queries and capacity issues as appropriate.
• Provide help and support to other people as required; maintain excellent interpersonal and professional communication at all times.
• Confidentiality and Professionalism: ensure confidentiality, keep documents up to date, and comply with the Data Protection Act and Trust policies.
• Digital Skills: training on in-house IT systems; use TrakGene for family trees and data extraction for audit, service development and research; undertake additional training as needed during the transition to the Southwest Clinical Genetics Service.
• Other Responsibilities: undertake mandatory training, train new team members, provide cross-cover as needed, participate in meetings, and perform other duties as required by the administrative manager. Maintain a safe working environment and comply with infection control policies.

Qualifications and Skills

• Strong communication, interpersonal and IT skills; ability to work as part of a team.
• Experience in an administrative setting and willingness to receive training on the in-house database and related systems.
• Knowledge of basic principles of hereditary cancer risk assessment and ability to apply to patient care and service development.
• Ability to manage confidential information with discretion and maintain professional standards.
• Commitment to equality, diversity and safeguarding practices.

Additional Information

The post-holder is expected to comply with Trust Infection Control Policies and to undertake training as required to maintain competency. The post may involve a TUPE transfer on 1 April 2026 as part of the Southwest Clinical Genetics Service integration. Anonymous information from applications may be used to ensure we meet our pledge. This role is based in Bristol and may involve travel as required by service needs.