Job summary
The post holder will assist in the provision of an efficient and coordinated service to all staff within the theatre suite.
To provide comprehensive high quality secretarial administrative and clerical support to the department, ensuring an effective and efficient service is delivered.
Main duties of the job
- To assist and support processes which allow rescheduling of sessions not required by the named surgeon, taking into account waiting lists pressures and cross-speciality requirements. Liaise with relevant individuals to facilitate the process within the 642.
- To support the theatre operations manager to ensure that theatre capacity is utilised to its maximum.
- To coordinate the staff rota in line with health roster requirements, working in conjunction with senior theatre practitioners.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
Job responsibilities
- Overall administrative responsibility for the daily management of the theatre database (Opera) including staff education reporting and updating as applicable.
- Produce monthly reports from the relevant systems, on the breakdown of specialities used in theatre for the Finance Department.
- To take responsibility for working with the theatre management team to establish systems and processes to ensure communication across the trust supports improved theatre utilisation.
- Manage waiting list requests alongside private patients, being proactive in the staffing of them and maintain regular communication with all relevant parties.
- To keep up to date theatre bookings to ensure accurate information is managed and relayed to relevant staff.
- To communication constantly changing situations to relevant parties in a clear and concise manner.
Job description
Job responsibilities
- Overall administrative responsibility for the daily management of the theatre database (Opera) including staff education reporting and updating as applicable.
- Produce monthly reports from the relevant systems, on the breakdown of specialities used in theatre for the Finance Department.
- To take responsibility for working with the theatre management team to establish systems and processes to ensure communication across the trust supports improved theatre utilisation.
- Manage waiting list requests alongside private patients, being proactive in the staffing of them and maintain regular communication with all relevant parties.
- To keep up to date theatre bookings to ensure accurate information is managed and relayed to relevant staff.
- To communication constantly changing situations to relevant parties in a clear and concise manner.
Person Specification
Knowledge
Essential
- Sound understanding of Opera
- Organised and take minutes of meetings as required
- Demonstrated level of personal a professional autonomy
Desirable
- Ability to review, enhance and improve existing admin processes
- Understanding of theatre operational pressures
Qualifications
Essential
- NVQ Level 3 in Business Admin or equivalent demonstrable experience to degree level / equivalent
- Proficient use of Microsoft package and equivalent
- Sound keyboarding skills
Desirable
- Supervisory management qualification or equivalent demonstrable experience
Experience
Essential
- Demonstrable experience of managing confidential data
- Familiar with patient information and data management programmes (Opera)
- Demonstrable experience of dealing with complaints/ issues from staff at all levels
- Demonstrable experience of managing information within an acute clinical setting
Desirable
- Demonstrable service improvement / development skills
- Change management skills
- Working knowledge of Employee Online
Personal Skills
Essential
- Ability to work on own initiative with integrity
- Self-motivated
- Ability to work under pressure and meet deadlines.
- Professional in appearance and approach
- Able to work in a busy environment, prioritising and delegating throughout the day where necessary.
- Excellent time management skills
- Accuracy and attention to detail
Desirable
- Flexible and adaptable.
- Able to adapt to changing environments at short notice
Person Specification
Knowledge
Essential
- Sound understanding of Opera
- Organised and take minutes of meetings as required
- Demonstrated level of personal a professional autonomy
Desirable
- Ability to review, enhance and improve existing admin processes
- Understanding of theatre operational pressures
Qualifications
Essential
- NVQ Level 3 in Business Admin or equivalent demonstrable experience to degree level / equivalent
- Proficient use of Microsoft package and equivalent
- Sound keyboarding skills
Desirable
- Supervisory management qualification or equivalent demonstrable experience
Experience
Essential
- Demonstrable experience of managing confidential data
- Familiar with patient information and data management programmes (Opera)
- Demonstrable experience of dealing with complaints/ issues from staff at all levels
- Demonstrable experience of managing information within an acute clinical setting
Desirable
- Demonstrable service improvement / development skills
- Change management skills
- Working knowledge of Employee Online
Personal Skills
Essential
- Ability to work on own initiative with integrity
- Self-motivated
- Ability to work under pressure and meet deadlines.
- Professional in appearance and approach
- Able to work in a busy environment, prioritising and delegating throughout the day where necessary.
- Excellent time management skills
- Accuracy and attention to detail
Desirable
- Flexible and adaptable.
- Able to adapt to changing environments at short notice
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).
