Anaesthetic/Theatre Scheduler

A rare opportunity has arisen to join the small, but critical, Theatre Scheduling Team as a Theatre Scheduler. This team sits within the Theatres, Anaesthetics and Critical Care Directorate of the Surgery Care Group and presents itself as an excellent opportunity for those looking to be at the heart of Surgical Activity Planning. The post holder will be working in a dynamic administrative environment to ensure Theatre Rotas are updated in real time to contain crucial details for the delivery of surgical services within the operating department.

Main duties of the job

• The post holder will be organising their day to day workload with minimal supervision, executing tasks in order of urgency and operating in an environment where demands could change instantaneously.
• The ability to carry out rapid and effective reprioritisation of workload would be critical to the successful fulfilment of this role.
• The Theatre Rota System is a complex system that a wide variety of stakeholders rely on for service planning and therefore a keen eye for detail is essential to carrying out tasks relating to the updating and communication of said rotas.
• As an expert user of the system, the post holder would be expected to support clinical and non-clinical staff members in the use of the system and sharing the resultant data extracted from it.
• When required, the post holder will be deputising for their manager in supporting the Senior Management Team in Service Delivery Planning.

Job responsibilities

• Work with other Directorate office staff to provide an efficient administrative and secretarial service to the Anaesthetic Department.
• Execute the day to day administration and management of the theatre sessions on the Theatre IT system in accordance with the theatre rotas.
• Assist with the day to day upkeep of the Theatre Scheduling mailbox, action all email enquiries and proformas for leave and provide daily upkeep of the theatre schedules across the trust.
• Maintain and update theatre scheduling records.
• Undertake admin & office day-to-day associated duties.
• Adhere to current working processes ensuring compliance with the Trust Theatre Scheduling Policy both within the Theatre Scheduling Team and the Wider Care Group.
• Assist in preparation of theatre schedules on the Trust intranet. Provide statistical information to Senior Managers as required.
• Organise own day to day work tasks and activities. Plan and organise own workload to meet deadlines.

Person Specification

• Excellent verbal and written communication skills with the ability to converse accurately, courteously and effectively with a wide range of internal and external customers.
• Ability to organise and prioritise workload to meet deadlines.
• Committed to providing excellent customer care.
• Able to use own initiative to resolve queries and work as an effective team member.
• Previous experience of using EPR and CLW computer systems.
• Knowledge and understanding of medical terminology.
• Experience of working in a healthcare environment.
• Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.

Experience

• Experience of using Microsoft Office e.g. Word, Excel, Outlook and PowerPoint.
• Experience of prepping and managing multiple rotas as a significant part of a previous role.
• Experience of providing an administrative support service to a large team.
• Experience of minute taking & transcribing.

Qualifications

• Good standard of education; minimum of 3 GCSEs (or equivalent) at C Grade or above including English & Maths or equivalent knowledge.
• NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
• Qualification in secretarial and/or computer skills.

Statutory Registration

• Be able to travel independently across Trust sites to meet the requirements of the post - when required.
• Flexible approach to work and adaptable to change.

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.