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Theatre Administration and Stores Coordinator
2 months ago
We are seeking a highly organized and detail-oriented individual to join our Theatre team as a Theatre Administration and Stores Keeper. This exciting new rotational role will involve working at either the main reception or within the theatre stores areas.
Main Responsibilities- Provide administrative support to the Theatre team, including data entry, record-keeping, and communication with patients, relatives, and visitors.
- Assist with the safe storage and dispatch of clinical, domestic, sensitive, and confidential waste in accordance with Trust Policy.
- Manage and maintain the pharmacy fluid stock, ensuring that all essential supplies are available to meet service demands.
- Receive and dispatch sterile supplies, ensuring that SSDU/CSSD schedules are completed.
- Participate in the management of supplies, including ordering, receiving, and checking deliveries to ensure accuracy.
- Ensure that the pharmacy stock items, including controlled drugs, are received and stored in accordance with COSHH and Trust guidance.
- Manage and maintain the stock of medical gas cylinders, ensuring that any discrepancies are reported and addressed.
- Assist in maintaining and monitoring cleaning standards within the non-clinical areas, ensuring that general fixtures, fittings, and specialist equipment are cleaned in accordance with guidelines.
- Comply with the Trust's Infection Control Policy.
- Provide effective verbal, written, and electronic communications, receiving and passing on clear messages and seeking assistance when needed.
- Act as the first point of contact for visitors and company representatives, dealing with enquiries in a professional and efficient manner.
- Coordinate the flow of visitors to the Department, establishing identity and reason for visit, and documenting to comply with Health and Safety and Fire regulations.
- Ensure that all visitors have arranged appointments and booked accordingly using the Trust's preferred system.
- Ensure controlled access to changing and clinical rooms.
- Liaise with patients, relatives, and visitors, providing directions and information as required, and obtaining the appropriate support when needed from the Multidisciplinary Team.
- Maintain and photocopy records, prepare forms, and make appointments as requested, including organizing transport arrangements.
- Maintain manual and computerized records relating to organizational activity.
- Input data to the Operating Theatre Information System as required, ensuring that records are maintained accurately and promptly updated on receipt of new information.
- Be aware of the need to maintain the dignity and privacy of the patient and to maintain confidentiality in all matters concerning patients and their relatives.
- Ensure Operating lists are printed from the ORMIS system 24 hours prior to the list.
- Receive and process mail, delivering to the correct location within the Department.
- Participate in the management of stationery supplies, ensuring that the Theatre unit has sufficient levels of all essential supplies to meet service demands.
- Maintain tidiness of the reception area, ensuring that adequate stock is available for the Multidisciplinary Team.
- Establish and maintain an effective filing system.
- Transmit clear and concise messages to members of the Multidisciplinary Team, recognizing when information requires urgent transmission.
- Display a pleasant and supportive manner when addressing patients, relatives, carers, and colleagues alike.
- Maintain basic administration tasks, answering the telephone when required, and taking messages and passing on relevant information.
- Maintain effective communication skills when liaising with patients, staff, and visitors, using tact and empathy to receive and pass on information, ensuring confidentiality is maintained.
- Ensure records/information are kept in a safe place to maintain security and confidentiality of all records.
- Participate in and attend all relevant departmental meetings.
- Maintain accurate and timely records.
- Be aware of the need to maintain the dignity and privacy of the patient and to maintain confidentiality in all matters concerning patients and their relatives.
- Participate in ensuring the effective utilization of all financial resources in providing and delivering the service.
- Identify and assist in implementing Cost Improvement Programmes within the service.
- Promote effective utilization of theatre.
- Qualifications: Evidence of basic qualifications in Maths and English or be able to demonstrate equivalent experience.
- Desirable: NVQ Level II IT qualification.
- Experience: Team working, experience of basic clerical duties, basic IT skills.
- Desirable: Experience of working in a patient care environment or hospital setting.
- Skills: Demonstrate good communication and interpersonal skills, demonstrate self-motivational skills, ability to work effectively alone or as part of a team, ability to cope effectively under pressure, answering queries by telephone or face-to-face and appropriately signposting.
- Knowledge: Awareness of medical terminology, awareness of confidentiality and GDPR.
- Desirable: Awareness of a theatre environment and surgical equipment.
- Additional: Able to provide flexibility/adaptability as the service develops, awareness and adherence to Health and Safety and Moving and handling legislation regards instrumentation kit and stock items, awareness of fire regulations regards appropriate storage of equipment and goods, speak English to an appropriate standard relevant to their role, with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
