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Theatre Personal Assistant
2 weeks ago
Communication To build a good relationship with all staff within and external to the department, to enable you to help with any issues that arise. To attend Teams meeting weekly with other departments to update theatre schedules. To act as the central communication and information co-ordinator to the Directorate promoting efficient and accurate information throughout on a Directorate, Departmental and Trust-wide basis. To act as the first point of contact between the Directorate and the Trust and other internal and external agencies at both local and national level.
Dealing with enquiries and assessing calls for urgency and priority, forwarding calls where appropriate. To support and facilitate the Management Team in maintain good communications with other Directorates and Senior Management. The post holder is required to always communicate in a polite and confident manner to all calls received in the office. To be responsible for the arrangement, coordination of attendance and communication of meetings.
Take minutes of meetings as required, producing draft minutes for the relevant Chairs approval, including preparation of agendas and collation of papers for future meetings. Liaising with relevant personnel to chase any action points where necessary. To partake in the Clinical Governance meeting preparation for Theatre Services. This includes producing the agenda with the Clinical Governance Lead, independently producing a PowerPoint presentation outlining: Complaints, PALS, Datix, Plaudits received.
Work with the Directorate Lead Nurse & Matrons on producing a presentation for nursing staffing updates. Sending out meeting invites and taking minutes and circulating these once approved by the Chair. To maintain Theatre Datix/Complaints/Plaudits database. Co-ordinate the response to all Datix/complaints received ensuring they are responded to within the Trusts policy and time scale.
This will require occasional contact with patients advising them of non-clinical advice. Service Delivery and Improvement Responsible for providing a responsive and efficient PA support service, including administrative and secretarial support to the Perioperative Theatres Team whilst always maintaining confidentiality, being the central point of contact for the Perioperative Theatre Team. The post holder is responsible for updating, maintaining and developing electronic confidential filing systems, to co-ordinate and input electronic diaries for all regular and ad hoc meetings. Responsible for the management of incoming mail and outgoing correspondence, ensuing appropriate distribution and follow up action as required.
Autonomous judgement and experience to decide which documents require immediate attention and drafting non-standard responses. The post holder will be required to organise their own work tasks and be able to prioritise their workload, deal with any queries that arise during the working day in an efficient and polite manner. To prepare and develop business plans, briefing notes, summaries and reports as required. Plans and organises meetings, events and conferences on behalf of the Perioperative Theatre Team.
The post holder is required to use their own initiative when dealing with problems and to make any reasonable and necessary decisions on events as they occur. Uses skills to investigate Theatre issues and proposes solutions, enabling and dealing with complex enquiries. Using judgement and experience in helping to determine the relevant urgency of requests and information received from patients and other external organisations. To manage the many conflicting priorities that the post requires.
Ensuring clear protocols for the prioritisation of work. In the absence of the Rota Coordinator, to provide cover to ensure the theatre service continuity. Management and Development To be responsible for the forward planning of the Theatre Allocations by preparing them for approval by the Person in Charge of the Department. To ensure all shifts are finalised by the end of each calendar month on the Healthroster system.
To be responsible for the efficient processing of the Departments Theatre Salary Return Forms to ensure they validate the relevant Healthroster system entry. Update and authorise the Healthroster system daily to ensure accurate records of shifts are maintained. Maintain accurate annual leave records and absence certificates as required. To be responsible for the coordination and maintenance of the Theatres STAM and Appraisal rates.
Support in management initiatives as appropriate. Ensure the provision of a safe working environment for the staff, patients and visitors at all times in line with the Health and Safety at work act. Safeguard the health, safety and welfare of staff, patients, relatives and visitors. Demonstrate understanding and apply the principles of confidentiality and professional accountability.
Act as an effective role model to colleagues. Ensure the maintenance of the statutory and mandatory training required by the trust. Demonstrates a positive attitude towards supervision of learners and advises team leader of any difficulties. Act as a resource for staff, offer tuition, support and guidance to perioperative staff and students.
Ensure that accurate records & information systems are maintained. Learning and Development. Act in ways that support equality and value diversity. UHSussex NHS Foundation Trust values the diversity that exists across the region and our aspiration is to reflect this across our workforce.
The post holder must be aware of, and committed to, the Equality and Diversity polices of UHSussex NHS Foundation Trust, comply will all the requirements of these policies and also actively promote Equality and Diversity issues related to their post. To support the implementation of PFIS and any other Improvement programmes across the Trust. Authorised signatory for petty cash payments (if necessary). Authority to sign off staff bank, agency and staff shifts via Healthroster.
Learning and Development Attend mandatory training updates as required. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales. Identify own learning needs and jointly plan training requirements with your team leader or line manager Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
Responsible for working within the Trust & Directorate policies. Support and Identify changes where necessary. Seeks to develop new skills. To assist with Service Improvement Plans/Unit Leadership Team/PFIS meetings in conjunction with Perioperative Theatre Team involving analysis, interpretation and assessments, using own initiative and judgement to organise and manage.
Undertake research, acquire and disseminate information to relevant personnel as required. Establishment and continuous improvement of office information systems and procedures to ensure an efficient and effective service. To co-ordinate induction meetings, plans, and IT access for new starters linking in with each professional lead within departments, reviewing and updating to ensure up-to-date information. To be managerially accountable to the Manager and have delegated responsibility.
To be responsible for own professional actions and have sufficient autonomy for the delivery of the job. To work collaboratively with the PAs for the other Directorates and departments within the Trust. This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
