Theatre Scheduling Officer, Band 3

2 weeks ago

Gloucester, Gloucestershire, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

We are currently looking for an enthusiastic and flexible person to join our Theatre Scheduling team at Gloucestershire Hospitals NHS Foundation Trust.


The post holder will be one of the Theatre Scheduling Officer supporting the supervisor and Theatre Management to manage the Theatre Floorplans and TrakCare System county-wide to ensure accurate reflection of theatre session allocation.


The Scheduling Officer will be an individual that communicates clearly, is willing to learn at pace and adapt the demands as required by the role and department.


We are a dynamic team that work together, consistent and focus on ongoing improvement to ensure we provide a quality service to the specialties utilising Gloucestershire Hospitals county-wide theatres in a timely manner.

Thus this is a great opportunity for further development.

We would consider part time potentially as well as full-time

Personal qualities

  • Strong evidence of team working across professional boundaries
  • Ability to work under pressure and respond to short timescales on time and with accuracy
  • Ability to adapt and willingness to learn new ways of working
Knowledge, skills and Experience

  • Active team member who is able to communicate clearly
  • Have a positive 'can do' attitude
The Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county. And with over 8,000 staff, we're one of the largest NHS trusts in the UK. We offer a huge range of opportunities and benefits in a genuinely supportive working environment.


The scheduling team plays a pivotal role in ensuring that the trust achieves activity targets by coordinating the allocation of sessions cross county.

You will be liaising with a wide range of stakeholders including admission, theatre teams, operational managers and data analysts.

Our team is dynamic and constantly evolving to manage ongoing demand and challenges. We work closely together to ensure a positive and supportive work environment.

Theatre management is keen to enable development opportunities within the scheduling team to improve relevant skills as required.

Theatre Scheduling team

Knowledge and Experience

  • An ability to manage logistics within a spatial framework on a live document within constraints and targets
  • A highly developed ability to be flexible and adapt to changes, some with immediate effect on a constant basis
  • Able to work without management supervision and with a certain degree of autonomy
  • Must have an orderly and methodical approach at all times with attention to detail and accuracy, despite being under pressure from constant telephone calls and interruptions. This includes the foresight and ability to preempt problems and being able to guide staff through the appropriate processes
  • Able to support supervisor with delegated tasks, other scheduling officers and apprentice as required
  • Ability to selfreflect to ensure efficient processes and communication with stakeholders
IT Proficiency

Proficient computer skills including

  • Use of relevant hospital systems (PAS, TrakCare, Theatre Man etc.)
  • A good understanding of Microsoft Office software, including Teams, Excel, PowerPoint and Word
  • To be familiar with, and able to work with the Trust Information Systems including SharePoint software and support continuous improvement contributions from key stakeholder leads (TrakCare and Business Intelligent)


Post holder should have the ability to create, modify and print from the systems as well as resolving queries and errors.

The job requires the ability to support audits to match manual and electronic data.

Communication and interpersonal skills

  • Must have excellent communication skills to be able to negotiate with staff in circumstances that require good listening skills and tact
  • Ability to find ways of solving or preempting problems
Organisational skills

  • An excellent understanding of the need to maintain accurate patient information (which is regarded as highly confidential) and keep it securely on both the computer system and paper records
  • Must be aware an overarching general knowledge of Trust Values and Vision
Key outputs

Theatre floorplans

  • To undertake the day to day processes associated with the provision of a series of comprehensive theatre floorplan to achieve:
  • A fully-utilised resource which impacts partially on the Trust's ability to achieve the national activity targets and fully impacts on the Trust's ability to achieve the surgical waiting times target
  • A tool for the use of the theatre and anaesthetic staff to allocate resources, (human, equipment and stock), to the right theatre at the right time. Without this function, patients would be cancelled, which, again, would impact on the Trust's surgical targets
  • A tool for the use of Medical Secretaries, General Managers and Booking staff to manage the timetables of medical staff, including the reutilisation of vacant lists
  • A tool for the use of Pre-Assessment staff, Booking staff and

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