Job summary
As an ED Patient Flow Co-ordinator, you'll be central to managing the safe and timely movement of patients through the Emergency Department. Working closely with nursing and medical teams, you'll review patient plans, track investigations and referrals, and help drive decisions that support discharge or admission. You'll liaise with wards, specialties and site teams to unblock delays and ensure patients are transferred or discharged efficiently. Using real-time data systems, you'll monitor flow, escalate issues, and contribute to handovers and safety huddles. This is a fast-paced, rewarding role where your coordination skills directly impact patient care and hospital performance.
Main duties of the job
* Monitor and coordinate patient movement through the Emergency Department from arrival to discharge or admission
* Maintain real-time accuracy of electronic patient tracking systems (e.g., PICS, Oceano, Clinical Portal)
* Liaise with nursing, medical, site management, bed management, and specialty teams to facilitate timely transfers and discharges
* Attend safety huddles, handovers, and flow meetings to share updates and support operational decisions
* Review patient plans and investigations, chase outstanding actions, and escalate delays or bottlenecks
* Act as first point of contact for patient flow queries from staff, patients, relatives, and external agencies
* Use sound judgement to escalate issues affecting patient safety, performance, or capacity
* Generate and share reports on patient flow, breaches, and performance indicators
* Promote infection control and maintain a clean, organised working environment
* Support induction and training of new staff and contribute to service improvement initiatives
* Coordinate repair or replacement of non-clinical equipment and liaise with support services
* Assist in planning for surge activity, major incidents, and escalation scenarios
* Ensure compliance with data protection, information governance, and Trust policies
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications
Essential
- *Good General Education (e.g., GCSE English and Maths A-C GCSE LEVEL 9-4
- *Knowledge to NVQ Level 3 in Business Administration or equivalent, plus additional knowledge acquired through experience or completion of short courses to diploma level.
Experience
Essential
- *Experience in the provision of administrative support to the management of patients/ or patient facing role in an NHS provider organisation.
- *Experience of multidisciplinary working/ liaison within an acute NHS provider organisation.
- *Experience in being the point of contact for enquiries from external/ internal users/ patients and families.
- *Can demonstrate the use of judgement and assessment of situations where there is more than one solution to an issue.
- *Can demonstrate ability to deal with routine and non -- routine and unpredictable workload.
- *Understanding of the scope of the role in context of the team and the organisation, and how the role may contribute to service development.
- *Knowledge of administrative procedures including NHS IT systems which contains patient information i.e. PAS
- *Knowledge of clinical terminology and patient flow within an acute hospital setting.
- *Can demonstrate knowledge of Data protection in relation to the role applied for.
Desirable
- *Able to work to a high level of accuracy consistently, producing written reports/ information to inform service provision.
Additional Criteria
Essential
- *Well-rounded communication skills
- *Good command of written/ spoken English
- *Good standard IT/keyboard skills
- *Polite telephone skills/ manner
- *Can understand / comprehend and communicate factual information to a range of people.
- *Able to work to a high level of accuracy consistently, producing
- *written reports / information to inform service provision
- *Able to deal with visitors and contacts in a courteous and professional manner.
- *Good IT/ keyboard skills with the ability to update and maintain information held with IT/ administrative systems.
- *Good organisational and planning skills, confident in time management an ability to prioritise own workload and use initiative.
- *Can organise complex activities which require collating and utilising information from a number of sources.
- *Ability to work in a challenging and busy environment where situations may change during the course of a day or in a short period of time.
- *Well-developed negotiation skills.
- *Can demonstrate tenacity and compassion when dealing with sensitive and complex issues.
- *Reliable/ punctual and approachable.
- *Courteous, respectful, and helpful at all times.
- *Ability to work on own initiative.
- *Ability to move between sites working as required for internal/ Trust meetings/ business as required.
Person Specification
Qualifications
Essential
- *Good General Education (e.g., GCSE English and Maths A-C GCSE LEVEL 9-4
- *Knowledge to NVQ Level 3 in Business Administration or equivalent, plus additional knowledge acquired through experience or completion of short courses to diploma level.
Experience
Essential
- *Experience in the provision of administrative support to the management of patients/ or patient facing role in an NHS provider organisation.
- *Experience of multidisciplinary working/ liaison within an acute NHS provider organisation.
- *Experience in being the point of contact for enquiries from external/ internal users/ patients and families.
- *Can demonstrate the use of judgement and assessment of situations where there is more than one solution to an issue.
- *Can demonstrate ability to deal with routine and non -- routine and unpredictable workload.
- *Understanding of the scope of the role in context of the team and the organisation, and how the role may contribute to service development.
- *Knowledge of administrative procedures including NHS IT systems which contains patient information i.e. PAS
- *Knowledge of clinical terminology and patient flow within an acute hospital setting.
- *Can demonstrate knowledge of Data protection in relation to the role applied for.
Desirable
- *Able to work to a high level of accuracy consistently, producing written reports/ information to inform service provision.
Additional Criteria
Essential
- *Well-rounded communication skills
- *Good command of written/ spoken English
- *Good standard IT/keyboard skills
- *Polite telephone skills/ manner
- *Can understand / comprehend and communicate factual information to a range of people.
- *Able to work to a high level of accuracy consistently, producing
- *written reports / information to inform service provision
- *Able to deal with visitors and contacts in a courteous and professional manner.
- *Good IT/ keyboard skills with the ability to update and maintain information held with IT/ administrative systems.
- *Good organisational and planning skills, confident in time management an ability to prioritise own workload and use initiative.
- *Can organise complex activities which require collating and utilising information from a number of sources.
- *Ability to work in a challenging and busy environment where situations may change during the course of a day or in a short period of time.
- *Well-developed negotiation skills.
- *Can demonstrate tenacity and compassion when dealing with sensitive and complex issues.
- *Reliable/ punctual and approachable.
- *Courteous, respectful, and helpful at all times.
- *Ability to work on own initiative.
- *Ability to move between sites working as required for internal/ Trust meetings/ business as required.
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.
