Theatre Administrative Receptionist

The Theatres department at The Queen Elizabeth Hospital is looking to recruit a Theatre Administrative Receptionist to support the daily operational and Reception needs of the department.

The Theatre Administrative Receptionist is accountable to the Associate Service Manager and provides prompt and polite reception to visitors and handles telephone enquiries, ensuring efficient communication and message delivery. The role contributes to the smooth operation of the department by supporting the Operational and Clinical teams with general administrative tasks, reporting faults, and dealing with deliveries and returns of items.

To promptly and politely receive all visitors to the Theatre department, ensuring that their needs are responded to in a helpful and appropriate manner, and ensure the M.I.A booking appointment system is adhered to for company representatives visiting theatres.

To answer all telephone enquiries to the Theatre Department, ensuring accurate messages are passed on promptly and that callers are transferred to other colleagues when appropriate.

Report faults occurring in the theatre department, including I.T problems e.g. building, medical equipment, general equipment or damage requiring repairs, to the Helpdesk or appropriate department to rectify.

To work with the theatre staff to be the second checker that the pathology specimens have been entered into the book.

Manage the allocation and waiting list of staff lockers.

In conjunction with senior nurses and PDN ensure the staff training database is up to date.

Record low stock items on procurement spreadsheet for record keeping and take minutes/notes at daily procurement and theatres stock issues meeting.Assist Floor Coordinator with 'On the Day Cancellation' forms and distribute to relevant personnel.

Create daily Surgeons lists and distribute to Each theatre and to the wider team.

Raising requisitions/orders to purchase items such as stationery, theatre shoes, staff badges and various goods/services to meet ward/dept requirements and replenishing products in accordance with agreed procedures.

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development

Widening access (anchor institution) and employability

Improving the experience of staff with disability

Improving the EDI literacy and confidence of trust staff through training and development

Making equalities mainstream

Work force

Must be capable of working independently and unsupervised, demonstrating strong self-motivation and initiative.

They will be expected to handle queries and respond appropriately to ad hoc requests from a variety of staff members across both clinical and operational teams. The ability to prioritise tasks, think on their feet, and manage multiple requests efficiently is essential to ensuring smooth day-to-day operations.

The role requires the ability to respond quickly and effectively to issues regarding malfunctioning equipment or systems, such as ventilation problems or water supply issues raised by the staff. The Receptionist will be responsible for initially reporting these concerns via the helpdesk or online reporting system, ensuring swift resolution and minimising any disruption to the running of the department.

Financial

The receptionist will also be responsible for ordering stationery and other miscellaneous items. This requires making sound judgments to ensure that appropriate quantities are ordered, avoiding both overspending and overstocking. The ability to manage inventory efficiently and anticipate the department's needs is essential to maintaining smooth operations while controlling costs.

Partnerships - Communications and Relationships

The Receptionist will engage with a diverse range of individuals, including clinical and operational staff, medical and nursing students, couriers, and visiting company representatives. It is essential to maintain a professional demeanour and respond appropriately and courteously to all personnel daily. There will be occasions when individuals from other areas of the hospital may enquire about requests that fall outside the scope of the theatre's operations, and in such instances, the Receptionist will need to respond diplomatically and redirect these enquiries as appropriate.

General

Must possess a working knowledge and understanding of computer skills and systems, including Microsoft Outlook, Word and Excel. This knowledge will be essential for producing documents such as Surgeon lists for distribution via email and for populating Excel spreadsheets with data from other applications.

The role will require the packing of loan kits and other equipment for use and collection, necessitating some physical ability to move items as needed.

The Receptionist must be able to work in an unpredictable environment characterised by bursts of activity and frequent interruptions, while remaining focused on the tasks at hand.