Theatre Administration and Stores Coordinator

5 days ago

Wigan, Wigan, United Kingdom Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust Full time
Theatre Administration and Stores Keeper Job Description

About the Role

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 department's main reception or within the theatre stores areas.

Main Responsibilities

  • Assist with the safe storage and dispatch of specimens from the theatre unit.
  • Manage and maintain the pharmacy fluid stock, ensuring that all essential supplies are available to meet service demands.
  • Receive and dispatch sterile supplies, adhering to SSDU/CSSD schedules.
  • Ensure that 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, reporting any discrepancies.
  • Participate in maintaining and monitoring cleaning standards within non-clinical areas, ensuring general fixtures and fittings 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 controlled access to changing and clinical rooms.
  • Liaise with patients, relatives, and visitors, providing directions and information as required, and obtaining support when needed from the Multidisciplinary Team.
  • Maintain and photocopy records, prepare forms, and make appointments as requested, including organizing transport arrangements.
  • Input data to the Operating Theatre Information System, ensuring records are maintained accurately and promptly updated on receipt of new information.
  • Be aware of the need to maintain the dignity and privacy of patients and 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 stationary supplies, ensuring the theatre unit has sufficient levels of all essential supplies to meet service demands.
  • Maintain tidiness of the reception area, ensuring 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 patients and 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.

Person Specification

Essential

  • Qualifications - Evidence of basic qualifications in Maths and English or be able to demonstrate equivalent experience.

Desirable

  • Qualifications - NVQ Level II IT qualification.

Essential

  • Experience - Team working. Experience of basic clerical duties. Basic IT skills.

Desirable

  • Experience - Experience of working in a patient care environment or hospital setting.

Essential

  • 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.

Essential

  • Knowledge - Awareness of medical terminology. Awareness of confidentiality and GDPR.

Desirable

  • Knowledge - Awareness of a theatre environment and surgical equipment.

Essential

  • 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.

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