Flow Co-ordinator - Centralised Recruitment

Integrated Care System; Oxford; On-site; GBP 31,000 - 38,000; Full time

Job summary

A prominent healthcare trust in Oxford is seeking a Flow Co-ordinator to ensure effective patient flow and bed management within their medical facilities. The role involves working with clinical teams and requires strong communication and problem-solving skills. An ideal candidate will have relevant experience in complex planning and a solution-focused approach to issue resolution. Competitive salary and dynamic working environment offered.

Qualifications

• Relevant experience in a similar role involving complex planning.
• Proven ability to deliver a high standard of service to patients.
• Responsive, solution-focused approach to resolving issues.

Responsibilities

• Lead on providing a single point of access for bed booking.
• Maintain efficient administration services to clinical teams.
• Collaborate with multidisciplinary teams for timely patient flow.

Skills

Effective time management

Negotiation skills

Problem solving skills

Strong communication skills

Ability to work under own initiative

Tools

EPR

CapMan

Job description

Go back Oxford University Hospitals NHS Foundation Trust

Flow Co-ordinator - Centralised Recruitment

The closing date is 11 August 2025

Are you passionate about making a positive impact in the healthcare industry? Do you thrive in a dynamic and compassionate environment? If so, we have exciting opportunities for you!

Our clinical support patient facing administration workforce is vital to our organisation, without them our front-line Doctors, Nurses and Allied Health Professional cannot deliver the excellent care to our patients we strive for. As a support to our clinical workforce within the Divisions you will play a crucial role in ensuring the smooth and efficient operation of our hospital wards.

Your efforts will directly contribute to the well-being and comfort of our patients, making you an integral part of their healthcare journey.

Main duties of the job

We have adopted a centralised hiring process for administration roles in bands 2-3 and 4-5. This means you apply once and are considered for multiple positions within our organisation, saving time for both candidates and managers while accessing a broader talent pool.

This week are currently recruiting for the following Bands 4 and 5 role across the organisation:

• Flow Co-ordinator - 37.5 hours per week - John Radcliffe Hospital

The post holder will lead on providing a single point of access for bed booking and escalation of issues relating to delayed admissions and discharges within the MRC directorate. The post holder will maintain efficient administration services and information support to the clinical teams within Operational Services and MRC.

This is a complex multifunctional administration role, utilising information from clinical systems, ambulance systems and outpatient/ambulatory patient lists. The post holder will provide information to healthcare professionals to inform the delivery of urgent care treatment options, and support the streamlining of patients onto appropriate pathways of care.

Please note this vacancy may close early if there are sufficient applications.

About us

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.

We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Job responsibilities

This role requires effective time management, negotiation and problem solving skills. The post holder must have strong communication skills and be competent in building strong relationships to assist with efficient working across the directorate. The post holder must be confident and adaptable in their approach to different individuals and situations, adapting their approach as necessary to resolve any issues by using tact, diplomacy and compassion. The ability to work in a busy environment, in complex and challenging situations and build personal resilience will be key in this role, due to the increasing pressures on urgent care services.

The post holder will work with all members of the Operational team, and should assist in raising the profile of the service and working with specialties across the Trust.

Duties:

• Work with Ward Clerks and Discharge Co-ordinators to provide guidance and advice with regards to patient flow and the associated administrative processes.
• To function as part of a multidisciplinary team to facilitate timely transfers and discharges.
• Escalate service needs and increased capacity management requirements to Operational Services and MRC silver.
• Maintain effective work systems, ensuring that all correspondence and documentation is dealt with in a timely and professional manner, and meets audit requirements.
• The ability to work without direct supervision and use own initiative to troubleshoot problems
• To maintain patient confidentiality at all times and abide by the data protection act
• To provide excellent customer service to all individuals accessing the MRC services.
• Collate and distribute demand and capacity information and statistics regularly throughout the day so that individuals and teams receive accurate, up to date information to inform their decision making.
• To closely monitor internal patient flow delays and work with clinical teams to problem solve these issues.
• To liaise with ITU to support the step-down of patients from ITU back into the MRC, working in conjunction with designated silver.
• To provide regular updates of demand coming from the Emergency Department, Emergency Assessment Units and Ambulatory Assessment Unit, monitoring surges in activity and identifying potential issues in a timely manner.
• To support the implementation of the Operational Bed Booking policy, supporting the flow of patients in order to minimise ED waiting times.
• To provide regular updates on the capacity across the MRC wards to the Operational team who support he wider Trust in managing flow.
• To carry out regular walk arounds of the MRC wards to understand their demands on capacity and flow. Updating the confirmed and predicted discharges as appropriate.
• To provide Bed booking from EAU to the Medical wards, ensuring patients are moved to appropriate beds in a timely manner.
• To work closely with EMED and provide provides to ensure patient transport is available in a timely manner to support discharges and transfer of patient between sites.
• To support the repatriation of patients process and liaising with bed management teams in neighbouring trusts.
• To coordinate and allocate transport requests for Ops crews to support timely discharges working with the trust guidance and transport booking policy.

Person Specification

Experience and Skills

• Relevant experience in a similar role involving complex planning
• Effective time management, negotiation and problem solving skills
• Proven ability to deliver a high standard of service to patients
• Ability to prioritise and work under own initiative
• Systems experience of EPR, CapMan
• Has a responsive, solution focused approach to resolving issues

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.

Employer name

Oxford University Hospitals NHS Foundation Trust

£31,049 to £37,796 a yearper annum pro rata