Job Description

The person would lead on accurate recording of day-to-day charging, tracking and efficiency of theatre department. They will record data in a timely and accurate manner.
The ideal candidate will be an excellent communicator who is able to work professionally with all departments of the business as well as with patients, consultants and other external contacts.

Principal Accountabilities

• Comprehensive and efficient administrative support to the theatre team and business office.

They key contact between theatres and the business/bookings office.

• Responsible for the theatre clinical information systems, particularly in respect of case records, (both electronic and paper) ensuring that they are kept up to date and accurate and in accordance with policy and procedure.

• Awareness of ongoing volume targets and KPI’s for Fortius Surgical Centre and Fortius as a whole, where relevant. Partake in analysis and reporting of targets for weekly, monthly, and annual updates.

• Daily application of theatre charges to systems as part of the day to day theatre running – ensuring accuracy and expediency. Working closely with materials and instruments teams.

• Answer and manage telephone enquiries ensuring clarity, confidentiality and courtesy. Take messages accurately and follow up as required. Be the contact point for theatre staff.

• Liaise with all departments and staff at all levels, both internally and externally to ensure a seamless patient journey. Inform internal and external contacts updates on run times, delays or issues throughout the day.

• Maintain and manage the theatre’s stationery, stock and non-stock supply, both clinical and non-clinical ensuring that level is adequate, proportionate and cost-effective at all times.

• In partnership with theatre staff, ward admin and reception record in real time all Theatre admissions and transfers to achieve and maintain a live tracking. Liaise with business analyst and surgical business manager to ensure data is accurate.

• Create and update theatre staff files (including bank staff) in conjunction with HR department.

• Update annual leave calendar for the theatre team (after leave is approved) and liaise with HR.

• Keep a stock of theatre registers and store completed registers according to CQC regulations.

• Assist with maintenance of clinical governance record logs.

• Responsible for FTE staff TOIL log and monthly timesheets. Ensuring accurate checking against weekly sign in sheets. Ensure staff have followed procedure when filling in timesheets before passing onto Theatre Manager for further checks.

• Taking accurate minutes for meetings in theatres when required.

• Where necessary, help organize and support with ongoing projects relating to FSC.

Required Knowledge, Skills, and Abilities

The post would suit some who adaptable and proactive in their work and is able to work in the fast-paced theatre environment. They will act as the key liaison between theatre team, bookings team and the management team to lead on efficiency in theatre scheduling and staffing. The post would be suited to a highly organized individual with excellent work ethic and problem-solving skills with previous experience in an administration role, ideally in a healthcare setting.