Job summary
An exciting opportunity has risen for a Theatre Administrator that will perfectly suit the person looking to work part time between 1pm -5.30pm 22.5 hours a week.
The post holder will take responsibility to manage tasks for the Admin cum reception office for Theatres.
Applicants should be well organised with excellent communication skills, able to work well under pressure and be a key team player. Computer literacy and good customer service skills are a must.
SuWOn Theatres comprises of theatre suites at the Churchill, & John Radcliffe (Women's Centre) Hospitals in Oxford, and the Horton Hospital in Banbury. The team of Theatre Administrators play a key role within the department acting as the first point of contact and liaison between the multi-disciplinary teams involved in organizing theatre activity and supporting the administrative processes within theatres. The team is a busy team . There is lots of opportunity to learn and grow.
Whilst the Theatre Administrators are assigned to a specific site, there is the requirement for cross-site cover Churchill & JR Womens Theatre.
Main duties of the job
Please read the attached detailed D & PS
ADMINISTRATIVE DUTIES:
- To manage the Theatres generic email account, dealing with and responding to all emails on a daily basis.
- To ensure that all patient and procedure information recorded on the Theatre Information Management systems (TIMS) is accurate, correct and kept up to date based upon theatre lists submitted by surgical specialties.
- To ensure that theatre session and schedule information is recorded accurately and kept up to date on TIMS.
- To liaise with surgical specialties and the clinical and managerial theatre team regarding operating lists, ensuring that all relevant information is provided and appropriate plans are in place.
- To record and distribute details of procedures cancelled on the day to surgical specialties and relevant stakeholders.
- To collate data including, but not exclusively, theatre start & finish times, overrun requests and certain admissions (e.g. admissions to the Churchill Overnight Recovery Unit) daily on Microsoft Excel spreadsheets.
- To support the weekly theatre planning process preparing documentation and attending meetings.
- To organise access to the TIMS system for new starters in the department.
- To record and distribute minutes of meetings including the daily team operational meeting.
- To provide general administrative support to the theatre management team with specific projects as and when required.
About us
Oxford University Hospitals NHS Foundation Trustis 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 of four hospitals - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin Banbury.
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 thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel.
Many of our recruitment programmes useValue Based Interviewingto identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visitwww.ouh.nhs.uk/about/vision-and-values
Job description
Job responsibilities
ADMINISTRATIVE DUTIES:
- To manage the Theatres generic email account, dealing with and responding to all emails on a daily basis.
- To ensure that all patient and procedure information recorded on the Theatre Information Management systems (TIMS) is accurate, correct and kept up to date based upon theatre lists submitted by surgical specialties.
- To ensure that theatre session and schedule information is recorded accurately and kept up to date on TIMS.
- To liaise with surgical specialties and the clinical and managerial theatre team regarding operating lists, ensuring that all relevant information is provided and appropriate plans are in place.
- To record and distribute details of procedures cancelled on the day to surgical specialties and relevant stakeholders.
- To collate data including, but not exclusively, theatre start & finish times, overrun requests and certain admissions (e.g. admissions to the Churchill Overnight Recovery Unit) daily on Microsoft Excel spreadsheets.
- To support the weekly theatre planning process preparing documentation and attending meetings.
- To organise access to the TIMS system for new starters in the department.
- To record and distribute minutes of meetings including the daily team operational meeting.
- To provide general administrative support to the theatre management team with specific projects as and when required.
RECEPTION DUTIES:
- To welcome all visitors to the unit, ensuring compliance with the Theatre Visitors Policy and orienting them to the department.
- To assist visitors in accessing theatre scrubs and shoes where appropriate and maintain an accurate log of these items.
- To liaise with the Trust Security team to provide authorised individuals with swipe access to the department.
- To deal with telephone queries from surgical admin and clinical teams, hospital wards, anaesthetic teams and anyone else contacting the department. Answering the bleeps and relaying messages as appropriate.
- To receive and distribute incoming mail and organise collection and deliveries of parcels as required.
- To be responsible for ensuring that there is an adequate stock of office supplies available at all times and to do specified ordering of such items via the Oracle system.
- To be responsible for photocopying within the unit and for the maintenance of the printer/photocopier and its supplies.
OTHER GENERAL DUTIES
- To provide cross-cover for other administrative functions within the department as and when required this may include supporting the Day Surgery Unit/Theatre Direct Admissions reception.
- To complete all mandatory and statutory training and participate in the Trust appraisal process.
- To attend relevant meetings and training sessions within the department and wider Trust.
- To ensure Health and Safety measures are carried out in accordance with Trust policies.
- To comply with all Trust policies.
- Any other ad hoc duties as deemed appropriate by the line manager.
This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.
Job description
Job responsibilities
ADMINISTRATIVE DUTIES:
- To manage the Theatres generic email account, dealing with and responding to all emails on a daily basis.
- To ensure that all patient and procedure information recorded on the Theatre Information Management systems (TIMS) is accurate, correct and kept up to date based upon theatre lists submitted by surgical specialties.
- To ensure that theatre session and schedule information is recorded accurately and kept up to date on TIMS.
- To liaise with surgical specialties and the clinical and managerial theatre team regarding operating lists, ensuring that all relevant information is provided and appropriate plans are in place.
- To record and distribute details of procedures cancelled on the day to surgical specialties and relevant stakeholders.
- To collate data including, but not exclusively, theatre start & finish times, overrun requests and certain admissions (e.g. admissions to the Churchill Overnight Recovery Unit) daily on Microsoft Excel spreadsheets.
- To support the weekly theatre planning process preparing documentation and attending meetings.
- To organise access to the TIMS system for new starters in the department.
- To record and distribute minutes of meetings including the daily team operational meeting.
- To provide general administrative support to the theatre management team with specific projects as and when required.
RECEPTION DUTIES:
- To welcome all visitors to the unit, ensuring compliance with the Theatre Visitors Policy and orienting them to the department.
- To assist visitors in accessing theatre scrubs and shoes where appropriate and maintain an accurate log of these items.
- To liaise with the Trust Security team to provide authorised individuals with swipe access to the department.
- To deal with telephone queries from surgical admin and clinical teams, hospital wards, anaesthetic teams and anyone else contacting the department. Answering the bleeps and relaying messages as appropriate.
- To receive and distribute incoming mail and organise collection and deliveries of parcels as required.
- To be responsible for ensuring that there is an adequate stock of office supplies available at all times and to do specified ordering of such items via the Oracle system.
- To be responsible for photocopying within the unit and for the maintenance of the printer/photocopier and its supplies.
OTHER GENERAL DUTIES
- To provide cross-cover for other administrative functions within the department as and when required this may include supporting the Day Surgery Unit/Theatre Direct Admissions reception.
- To complete all mandatory and statutory training and participate in the Trust appraisal process.
- To attend relevant meetings and training sessions within the department and wider Trust.
- To ensure Health and Safety measures are carried out in accordance with Trust policies.
- To comply with all Trust policies.
- Any other ad hoc duties as deemed appropriate by the line manager.
This job description should be regarded only as a guide to the duties required and is not intended to be definitive. It may be reviewed in the light of the changing circumstances following consultation with the post holder. The job description does not form part of the contract of employment.
Person Specification
Education and Experience
Essential
- Good general education to GCSE level or equivalent
- oPrevious experience of administrative /secretarial/ reception work
- oExperience of dealing with a range of difficult or challenging situations
- Computer literacy: Microsoft Office Suite
- oAbility to work willingly with in the admin team and as part of wider multi-disciplinary team.
Desirable
- oWillingness to be flexible to meet the needs of the service
- oWillingness to learn new skills
Person Specification
Education and Experience
Essential
- Good general education to GCSE level or equivalent
- oPrevious experience of administrative /secretarial/ reception work
- oExperience of dealing with a range of difficult or challenging situations
- Computer literacy: Microsoft Office Suite
- oAbility to work willingly with in the admin team and as part of wider multi-disciplinary team.
Desirable
- oWillingness to be flexible to meet the needs of the service
- oWillingness to learn new skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
