The Mid Yorkshire Teaching NHS Trust

Theatre Services Co-ordinator

This job is now closed

Job summary

An exciting opportunity has arisen for two proactive and enthusiastic individuals to join the theatre team as a Theatre Scheduling Coordinator at The Mid Yorkshire Hospitals NHS Trust.

We are looking to recruit to the following hours:

1 x 37.5 hours

1 x 18.75 hours

The post holder will provide continuous coordination of theatres in order to provide a seamless service to colleagues within the Division of Surgery. The successful candidate will need knowledge of theatre systems and have an ability to be incredibly organised, proactive, efficient, and professional as well as act promptly within the tight timescales within this role.

A working knowledge of trust wide systems including rota management/ share point would be useful in order to fully succeed within this role.

The post holder will be required to use computerised systems including TheatreMan, Microsoft Office and Share point. The successful candidate will possess excellent organisational and communication skills in order to respond to deadlines.

Main duties of the job

The postholder will be required to provide a comprehensive administrative and Co-ordinator role to all theatre staff Trust Wide, within the Division of Surgery to ensure the smooth running of Theatres

About us

We provide care and support to over a million people in Wakefield and Kirklees in their homes, community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront of innovation and research, and we invest in teaching and the development of our workforce.

We live by our values of caring, improving, being respectful and maintaining high standards. We listen and learn because we aim to make Mid Yorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasm irrespective of age, disability, neurodivergence, sex, gender identity and gender expression, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances including providing unpaid carers support to someone with a health and care need. As ethnic minority groups, members of the LGBTQ+ community, and people with a disability/neurodivergence are currently under-represented across the organisation, we encourage applications from members of these groups. We have policies and procedures to ensure all applicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuable guidance and feedback from those with lived experience.

We have a clear vision and you could be part of this! If you share our values and you want to make a difference to the lives of our patients and their families and carers, we would love to hear from you.

Date posted

23 October 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pro-rata for part-time positions

Contract

Permanent

Working pattern

Full-time

Reference number

C9377-SURG0150

Job locations

Pinderfields Hospital

Aberford Road

Wakefield

West Yorkshire

WF1 4DG

Job description

Job responsibilities

To be the first point of contact for all theatre sessional requests and master Template changes. Co-ordinate these requests and ensure there are no conflicts between specialities and theatres. To liaise with key people to arrange staffing/equipment for the lists, this will include Waiting List Sessions.

Work with the trauma co-ordinator in the re-allocation of vacated theatre sessions Trust Wide in conjunction with the theatre manager.

To have the responsibility for the re-allocation of all vacated theatre sessions Trust Wide on a weekly basis, ensuring that all available sessions are published on the Knowledge Store. Liaise with Theatre Team Managers and non-elective Co-ordinators to ensure effective theatre utilisation.

To work closely with the other theatre services co-ordinators to ensure continuity of theatre services and cover their duties in times of absence.

To provide comprehensive cover for the theatre planned session report in the absence of the theatre systems administrator.

To monitor inputted data involved in planning, typing and circulating the sessional rota for all theatres Trust Wide.

Ensure that the Weekly Theatre Sessional Sheet is a true reflection of theatre man and make the necessary changes to both when notified.

To be responsible for planning in advance all theatre sessions on Theatre Man Trust Wide in line with the principles of 653.

To gate keep the Master Template making weekly changes according to annual leave, study leave etc ensuring that all staff within directorate are aware.

To ensure the Master Template is available for the Theatre Strategy Meeting governed by the DCD.

Key person to implement changes to Master Theatre Template when consultants job plans change and be the point of contact for all changes to the sessional rota.

Responsible for co-ordinating, reallocating theatre sessions and moving sessions, to ensure that no session is lost.

Notify other services of sessions for reallocation, reducing vacant theatre slots and increasing theatre efficiency.

To link with the CWLO/ Patient Service Managers, regarding annual/study leave for all medical staff including Consultants and Middle Grades. Co-ordinate all annual leave to ensure that sessions becoming available are filled.

First contact for requests for additional sessions and liaise with appropriate key people to arrange staffing for them.

Be the link person for Team Managers/Heads of Departments to discuss changes to sessional rotas, additional lists.

Negotiate available sessions and changes to the Anaesthetic Department to identify available anaesthetists for any shortfalls.

Responsibility for co-ordinating requests from Consultants for Paediatric sessions Trust Wide and ensuring that the correct anaesthetist is available.

To have responsibility for the reallocation of all vacated theatre sessions Trust Wide. Liaising with appropriate key people to arrange staffing for them and sign off from head of Theatres. .

To check/monitor re-allocated sessions to identify possible shortfall of available equipment. Liaise with Theatre Sisters around these and re-allocate sessions according to availability of equipment.

Identify and report any perceived problems regarding theatre/sessional utilisation to the Patient Service Manager/Theatre Team Manager

To ensure that cancelled sessions are entered on the knowledge store monthly.

Identify and change theatre sessions in accordance to staff shortages avoiding cancellations of patients wherever possible working with and informing key individuals concerned. Liaising with Theatre Team Managers regarding options for re-providing sessions at short notice cancellations.

Attend and participate in the theatre scheduling/ Speciality Deep dives meetings and 653 meeting to plan and co-ordinate the future vacant sessions.

Responsible for training new staff on using theatre man and ensuring that new personnel are added onto the system.

First point of contact for any activity queries regarding theatre templates.

To record and maintain accurate records on theatre utilisation including cancellations and start/finish times using appropriate software.

To retrieve and produce detailed information on theatre utilisation as requested.

To Maintain the Knowledge System, ensuring that it shows a true reflection of theatre activity. i.e. total number of planned/cancelled utilised theatre sessions each month Trust Wide.

First point of contact for any queries relating to theatre man

To participate in the planned theatre man upgrades.