GOLDEN JUBILEE NATIONAL HOSPITAL
JOB DESCRIPTION
1. JOB IDENTIFICATION
Job Title: Theatre Administrator/Department Secretary
Department(s): Theatre
Job Holder Reference:
No of Job Holders: 1
2. JOB PURPOSE
Responsible for the administrative activities relating to the Operating Theatre Department. Provides
relevant information to key areas in the organisation from current systems in place, and setting up new
improved systems for sourcing and collating of information.
3. ORGANISATIONAL POSITION
Theatre Services Manager
This post
4. SCOPE AND RANGE
Provide Administrative support / advice to the theatre staff plus visiting personnel within the department
and other departments as requested.
Responsible for the requisitioning of all stationery supplies and advises on the purchasing of related office
equipment relevant to the Operating Theatre Department.
Support department communication by liaising with other department’s internally/externally by e-mail and
telephone.
Provide training for Theatre staff on the office software (Microsoft Office / Oasis), how to access, store
information in files and folders and all other queries.
Interact with a wide range of staff within the Department and hospital wide and respond to their
requests.
The post is challenging and requires good communication skills
Initiate action to resolve admin problems on a daily basis
The post holder has no budgetary responsibility and has no subordinates
5. MAIN DUTIES / RESPONSIBILITIES

Provides secretarial administrative support to the Theatre Manager, SCNs and departmental staff.

Responsible for management of monthly theatre spreadsheets to record all staff leave

Responsible for sending cancellation emails to determined group on instruction of the SCN

Responsible for liaising with internal and external maintenance and co-ordinating repairs

Responsible for all other project activities deemed suitable by the Theatre Manager.

The postholder has no budgetary responsibility and has no subordinates

Enters bank staff time into SSTS ready for authorisation

Inputs off duty into ssts for all teams in timely manner

Co-ordinates changes to SSTS at the end of every month, ready for checking and authorisation.

Collates surgical assistant forms and sends to finance as required

Sorts and distributes mail

Takes mail to mail room at end of day

Collects staff payslips

Filing of NCMR and other papers as required

Collate daily orders for signing and ensure sign off by SMT prior to delivering to procurement

Review of QPulse monthly and advise Theatre Services Manager or relevant SCN of updates
required, making changes as advised

Review of opera verification report daily and distribution to appropriate personnel

Actions information received from internal / external telephone sources.

Maintains close working relationships with staff in other departments (such as outpatient dept,
booking office, finance and Medical Secretaries) so that the administrative issues of the Theatre
Office are fully integrated with the wider needs of the organisation.

Minute taking for department meetings

Provides weekly statistical reports from report manager/opera for SCN meetings

Liaise with housekeeping/portering re scrub top ups

Liaise between Theatre Services Manager, SCN and agency re continued booking

Order stationery and uniforms as required

Upkeep of notice boards ensuring out of date info removed and new relevant info for staff including
SPSP and infection control, is available

Enter SPSP data onto spreadsheets EG CAUTI

Be prepared to undertake appropriate training in order to be well informed and up-to-date, so that
the theatre office can maintain its knowledge and expertise within a rapidly changing environment.

Supports the Theatre Services Manager by telephoning suitable candidates for interview, and
managing the update of the recruitment folder

Basic system administration of Opera EG time blocks in day

Other relevant admin duties as required
6. SYSTEMS AND EQUIPMENT
Comprehensive use of computer software.
Produce statistical information for Theatre Manager and multidisciplinary team using Microsoft Excel and
Report Manager.
Produce letters, leaflets and posters for Theatre Manager and multidisciplinary team using Microsoft
packages as and when required
Send and receive e-mail, manage own schedules and set up meetings on calendar for Theatre Manager
as requested using Microsoft Outlook
Opera Theatre Management system for changes and reporting
Q Pulse for policy update
Comprehensive use of office equipment i.e., printer, fax machine, photocopier, laminator, shredder, label
maker & bookbinder for varying uses throughout the department.
The post holder will, on occasion, have access to patient notes, and therefore must comply with the Data
Protection Act Caldicott guidelines and local policies regarding confidentiality and access to Medical
Records
7. DECISIONS AND JUDGMENTS
Expected to work on own initiative, without supervision and react to the demands of staff in theatres
including consultants and visiting representatives, using own initiative and sound judgement.
Plans daily and weekly activities to ensure that work is prioritised correctly to ensure that time is used
effectively.
Make logical decisions using own initiative on the basis of existing knowledge and skill level.
Adapt and develop the concept of customer care, and challenge any interaction that fails to deliver the
required service to internal and external customers throughout the organisation in an appropriate manner.
The Post Holder is expected to demonstrate a high degree of discretion with regard to handling of patient
and staff information
8. COMMUNICATIONS AND RELATIONSHIPS
Effective verbal, non-verbal and written communication with all members of the multidisciplinary team
within department, and other relevant departments within the organisation to ensure effective
administration of department activities.
e.g. communicating new processes to staff, guiding office practise and Informing staff of forthcoming
changes of essential facts.
9. PHYSICAL DEMANDS OF THE JOB
The need for alertness for periods of 1-2 hours at a time when checking documents, or carrying out
calculations or analysing statistics. i.e. frequent formatting of spreadsheet formulae / re: calculations.
Physical Demands

Advanced keyboard use: speed, touch type.
Mental Demands
 Concentration required when checking documents/case- while subject
to interruptions from other staff/patients/relatives
.
Emotional Demands
 Communicating with difficult personalities within the multidisciplinary team in order to enable
effective patient management.
 Occasional exposure to verbal aggression
 Frequent staff enquiries and telephone interruptions
10. MOST CHALLENGING / DIFFICULT PARTS OF THE JOB
Constantly dealing with multiple tasks and interruptions whilst maintaining a high level of concentration,
constantly rescheduling and prioritising work load.
Reacting to the constant changes and demands of the multidisciplinary team, and making decisions that
impact on department activity.
Developing skills to enable interaction with the many different disciplines within the department.
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
HNC/SVQ in Administration or similar qualification with extensive relevant experience, including the ability
to create, modify and maintain excel spreadsheets.
Excellent communication, administrative and interpersonal skills.
Excellent organisational skills, including time management, prioritisation and ability to work as part of a
team.
Ability to display an aptitude for teamwork and initiative.
Previous experience in a healthcare environment desirable.
Computer literacy and keyboard skills are essential.
12. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to
whom the job description applies.
Job Holder’s Signature:
Date:
Head of Department Signature:
Date:
Recruitment Person Specification
Qualifications/Training
Essential
1. HNC/SVQ in administration
or extensive
administration experience
Desirable
6. Previous experience
in healthcare admin
Experience
2. Extensive administration 7. Ability to work on own
assistant experience.
initiative
Skills/Knowledge
3. Fully proficient in Microsoft 8.
office systems in particular
excel
Knowledge of other IT systems
or experience in this area
Additional job
requirements
Eg. car driver,
hours
4. Evidence of
communication skill
Any
other
information
Effective 9.
unsocial
additional
10.