Job summary
Theatre Scheduler FP
A vacancy has arisen for a Theatre Scheduler for the Theatres, Anaesthetic and Critical Care Department at Frimley Health Trust on the Frimley Park site. The role will be responsible for the Theatre Timetables and Scheduling for the Trust.
If you have applied for this role within the last 2 months you need not apply.
Part of the role will require you to chair the Theatre Scheduling meeting, produce the Theatre Schedules and Timetables and maintain them, ensuing they are circulated as required.
Support the Anesthetist Department with the production of MARF forms, updating the trusts rostering system, accordingly, liaising with Temporary staffing re locum bookings and submitting WLi requests.
Line management of the Anaesthetic and Booking Admin teams for the Trust.
Additionally, you will be required to action any Administration duties as requested by the department. Including maintaining the Data Quality of the IT System used by Theatres cross site.
We are looking for an individual with a good knowledge of the Trusts computer systems, including a knowledge of Theatres and Theatre Scheduling. Proficient in Windows 10 especially Excel. Excellent communication skills, with an ability to work flexibly and respond to changing work priorities in a busy environment.
Main duties of the job
To provide a comprehensive, efficient secretarial and administrative service to the Associate Director, Business Manager, Chief of Service, Deputy Chief of Service Clinical management team. Manage the administrative and office management function for the department, including management of the secretarial and administrative staff. The post holder will work in conjunction with the Business Manager and will be responsible and accountable for the effective delivery of secretarial and Medical roster services within Anaesthetics, Pain and ITU. The post-holder will provide professional and managerial leadership for the administrative team and take responsibility for monitoring performance of administrative staff.
The post holder will work unsupervised, prioritising work on a daily basis and will be expected to work flexibly and liaise closely with colleagues, to ensure adequate secretarial and rota management cover is maintained. Develop and maintain efficient and effective (electronic) administrative and personnel processes which are consistent with best practice, Trust policies and procedures and current legislation. Undertake and manage project work as directed by the Associate Director and Business Manager which will contribute to the overall achievement of Trust objectives. Maintenance of theatre timetables and schedules including liaison with specialist stakeholders and presenting the theatre scheduling meetings. Chair meetings in the absence of the Business Manager
About us
There's never been a more exciting time to build your career at Frimley Health, one of the country's largest and most respected trusts
Frimley Health NHS Foundation Trust (FHFT) has an outstanding reputation and a proud record of achievement. We have an ongoing commitment to improving the health and care services for the 900,000 people we serve across Berkshire, Hampshire, Surrey and south Buckinghamshire.
We continue to invest in our services and facilities, including a £10 million upgrade to the hospital maternity unit as well as £49m major new Emergency Assessment Centre on our Wexham Park site. The opening of a brand new £100m state of the art hospital which replaced the existing hospital facility at Heatherwood and are planning to invest further in diagnostics and inpatient capacity at Frimley Park.
We have also made significant investment in our quality improvement and digital programmes to support our vision and we will ensure that we achieve our aim of providing the highest quality healthcare to our patients. Our new EPR - Epic - went live in June and we are already beginning to reap the benefits of this ambitious investment.
Our threecore values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other.
If you have a passion for clinical excellence, patient care and your own career development, you'll feel at home at Frimley Health.
Job description
Job responsibilities
The post holder will:
- Exercise delegated authority on behalf of the Associate Director to resolve day-to-day management issues within the administrative team.
- To ensure adequate secretarial and other administration cover is available and to liaise with the Business Manager to report potential gaps in service.
- Manage and monitor performance so that the doctors rostering, admin and secretarial service meet its financial and operating targets.
- To provide leadership and support to the administrative staff ensuring they are managed in line with Trust policies.
- To be responsible for the recruitment selection, induction, training and personal development of the above staff.
- To undertake staff appraisals and set objectives to develop skills across the team. Review performance of staff using agreed KSF outlines identifying individual training and development needs and promote continuing personal and professional development.
- Manage sickness, disciplinary and performance issues in line with Trust policies, of administrative staff and support Deputy Chief of Service with anaesthetic medical staff.
- Assess medical resource availability and take timely action to minimise the impact of any staff shortage on service delivery.
- To ensure that all staff are kept fully informed of any changes and/or developments to the service.
- Ensure the secretarial, and administrative staff are aware of waiting times targets and the role they play in delivering them.
- Prepare weekly Theatre Schedules for TPC.
- Attend weekly Theatre Scheduling Meetings and present Theatre Schedules at the meetings
- Deputise for the Business Manager Chairing the Theatre Scheduling meetings as required.
- Liaising with all the relevant stakeholders to inform the Theatre Schedules.
- Circulate the weekly Theatre Schedules to all the relevant stakeholders and updated Theatre timetables when required.
- Undertake any other work in agreement with the Associate Director and Business Manager.
- Data Quality ensure the IT systems are kept up to date and completed correctly.
- Maintain the theatre timetables updated as needed, working with the Anaesthetic Office Manager, Theatre Scheduler and Business Manager as needed.
- To take budgetary responsibility for purchasing and procuring stationery for Anaesthetics as required, ensuring that Trust Standing Financial instructions are adhered to.
- Co-ordinate and record annual leave, sickness and absence of the managerial, medical staff and secretarial team working within the department using Electronic Rostering System.
- Arrange meetings and appointments as required and organise venues and refreshments. Organise study days, conferences and workshops. Ensure minutes are taken at Anaesthetic Consultant meetings, theatre planning, TMG, pre-op assessment and care group one governance meetings.
- Establish and maintain staff records.
- Maintain a complaints database ensuring that incoming complaints are distributed to relevant managers in a timely fashion. Collate responses and ensure the responses are received within appropriate Trust timescales.
- Adopt a sympathetic and caring manner when dealing with patients and their relatives.
- Ensure normal secretarial duties are undertaken for the medical staff, including the typing of reports, letters, memos, business plans, training plans, minutes and job descriptions from written notes, audio tape or shorthand dictation. Including the preparation of PowerPoint presentations, and maintenance of databases. Ensure filing, photocopying and other general clerical or typing duties are carried out on a daily basis to maintain an efficient service.
- Liaise appropriately with all levels of staff within the framework of this job description promoting relationships between management and staff.
- Promote a professional image within the Department.
- Liaise with HR for recruitment of Doctors when necessary, ensuring the process is carried out in line with procedure. Advertise vacancies on NHS Jobs, produce adverts, arrange interviews and produce shortlist of successful candidates. Organise interviews and when successful candidate selected complete NOSC forms to HR.
- Monitor and record the allocation of annual, professional and study leave for Doctors, ensuring adequate cover is maintained at all times and Trust policies are adhered to.
Job description
Job responsibilities
The post holder will:
- Exercise delegated authority on behalf of the Associate Director to resolve day-to-day management issues within the administrative team.
- To ensure adequate secretarial and other administration cover is available and to liaise with the Business Manager to report potential gaps in service.
- Manage and monitor performance so that the doctors rostering, admin and secretarial service meet its financial and operating targets.
- To provide leadership and support to the administrative staff ensuring they are managed in line with Trust policies.
- To be responsible for the recruitment selection, induction, training and personal development of the above staff.
- To undertake staff appraisals and set objectives to develop skills across the team. Review performance of staff using agreed KSF outlines identifying individual training and development needs and promote continuing personal and professional development.
- Manage sickness, disciplinary and performance issues in line with Trust policies, of administrative staff and support Deputy Chief of Service with anaesthetic medical staff.
- Assess medical resource availability and take timely action to minimise the impact of any staff shortage on service delivery.
- To ensure that all staff are kept fully informed of any changes and/or developments to the service.
- Ensure the secretarial, and administrative staff are aware of waiting times targets and the role they play in delivering them.
- Prepare weekly Theatre Schedules for TPC.
- Attend weekly Theatre Scheduling Meetings and present Theatre Schedules at the meetings
- Deputise for the Business Manager Chairing the Theatre Scheduling meetings as required.
- Liaising with all the relevant stakeholders to inform the Theatre Schedules.
- Circulate the weekly Theatre Schedules to all the relevant stakeholders and updated Theatre timetables when required.
- Undertake any other work in agreement with the Associate Director and Business Manager.
- Data Quality ensure the IT systems are kept up to date and completed correctly.
- Maintain the theatre timetables updated as needed, working with the Anaesthetic Office Manager, Theatre Scheduler and Business Manager as needed.
- To take budgetary responsibility for purchasing and procuring stationery for Anaesthetics as required, ensuring that Trust Standing Financial instructions are adhered to.
- Co-ordinate and record annual leave, sickness and absence of the managerial, medical staff and secretarial team working within the department using Electronic Rostering System.
- Arrange meetings and appointments as required and organise venues and refreshments. Organise study days, conferences and workshops. Ensure minutes are taken at Anaesthetic Consultant meetings, theatre planning, TMG, pre-op assessment and care group one governance meetings.
- Establish and maintain staff records.
- Maintain a complaints database ensuring that incoming complaints are distributed to relevant managers in a timely fashion. Collate responses and ensure the responses are received within appropriate Trust timescales.
- Adopt a sympathetic and caring manner when dealing with patients and their relatives.
- Ensure normal secretarial duties are undertaken for the medical staff, including the typing of reports, letters, memos, business plans, training plans, minutes and job descriptions from written notes, audio tape or shorthand dictation. Including the preparation of PowerPoint presentations, and maintenance of databases. Ensure filing, photocopying and other general clerical or typing duties are carried out on a daily basis to maintain an efficient service.
- Liaise appropriately with all levels of staff within the framework of this job description promoting relationships between management and staff.
- Promote a professional image within the Department.
- Liaise with HR for recruitment of Doctors when necessary, ensuring the process is carried out in line with procedure. Advertise vacancies on NHS Jobs, produce adverts, arrange interviews and produce shortlist of successful candidates. Organise interviews and when successful candidate selected complete NOSC forms to HR.
- Monitor and record the allocation of annual, professional and study leave for Doctors, ensuring adequate cover is maintained at all times and Trust policies are adhered to.
Person Specification
Qualifications
Essential
- Degree or equivalent level of knowledge acquired through experience and training/development
- Evidence of continuing education and development
Desirable
- Degree in management or equivalent qualification/experience
Experience
Essential
- Previous managerial experience
- Demonstrable experience of staff management
- Demonstrable previous responsibility for managing staff appraisals, sickness absences and disciplinary processes
- Previous budgetary experience
- Experience in preparing cash flow
Desirable
- Experience of working across multi disciplinary teams
Skills
Essential
- Managing day-to-day operations and developing and implementing effective and efficient office systems
- Ability to work and deliver with and through others
- Highly developed communication skills, ranging from information 1:1 discussions, formal presentations covering both oral and written skills
- Ability to prioritise and meet deadlines, working in an organised way with excellent time management skills
Desirable
- Demonstrates achievements in managing change
- Informatics skills
- Verbal reasoning skills
- Demonstrate evidence of influencing and persuasion
Knowledge
Essential
- Knowledge and understanding of a range of issues across the NHS and NHS patient agenda
- Understanding of the European Working Time directive
- Knowledge of the recruitment process for Doctors and Consultants
- Knowledge of the current waiting time requirements and its management
Desirable
- Understanding of BMA policies and procedure
Person Specification
Qualifications
Essential
- Degree or equivalent level of knowledge acquired through experience and training/development
- Evidence of continuing education and development
Desirable
- Degree in management or equivalent qualification/experience
Experience
Essential
- Previous managerial experience
- Demonstrable experience of staff management
- Demonstrable previous responsibility for managing staff appraisals, sickness absences and disciplinary processes
- Previous budgetary experience
- Experience in preparing cash flow
Desirable
- Experience of working across multi disciplinary teams
Skills
Essential
- Managing day-to-day operations and developing and implementing effective and efficient office systems
- Ability to work and deliver with and through others
- Highly developed communication skills, ranging from information 1:1 discussions, formal presentations covering both oral and written skills
- Ability to prioritise and meet deadlines, working in an organised way with excellent time management skills
Desirable
- Demonstrates achievements in managing change
- Informatics skills
- Verbal reasoning skills
- Demonstrate evidence of influencing and persuasion
Knowledge
Essential
- Knowledge and understanding of a range of issues across the NHS and NHS patient agenda
- Understanding of the European Working Time directive
- Knowledge of the recruitment process for Doctors and Consultants
- Knowledge of the current waiting time requirements and its management
Desirable
- Understanding of BMA policies and procedure
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.
