Theatre Administration

Job Title: Theatre Administration Department: Theatre Reporting to: Theatre ManagerOverall Purpose of JobOur mission is to provide exceptional patient care in an environment where quality, respect, caring and compassion are at the centre of all we do. The role supports the Surgical Services Management team by providing a comprehensive administrative support to the theatre management teamKey Responsibilities and Deliverables Schedule meetings and manage calendars for the theatre management teamsAnswer phone calls, emails and take messagesCarry out administrative tasks as directed by the theatre management teamAssist with collating JCI Accreditation Documentation folders under the direction of theatre manager, quality facilitator, Administration Chapter Leaders within the theatre departmentEnsure compliance at all times with JCI and support other hospital colleagues in achievement of sameWork closely with theatre management and theatre administration to assist in the development and entering of work rosters and the recording of work hours on B TimeWork closely with theatre scheduling manager and theatre manager to understand the theatre scheduling role and assist when requiredMaintain accurate documentation, Meditech, word/excel of all operational tasks as directedReceive visitors, answer general questions and direct individual to the appropriate person. May perform miscellaneous dutiesWork well with others, in a collaborative manner. Assist with ordering and storage of office/Kitchen suppliesOffer recommendations to decision-makers on ways to improve the efficiency of the officeCoordinates the theatre operating lists dailyInserts anaesthetists’ names into theatre operating lists weekly and change theatre allocated rooms and anaesthetists daily if requiredUndertakes the hand hygiene departmental audits.Ensure the patient reception is cleaned, stocked and tidyCommunicates with managers, staff, HCA and consultants in both the theatre, wards and day unitPrints theatre lists daily or as requiredCoordinates the flow of patients within surgical services from wards, day unit to the operating theatreKeep all required forms, e.g. histology/microbiology, surgical safety checklist updated and in stockUpdate daily productivity spreadsheet monthlyProvide dignity, confidentiality, privacy and respect to all patients waiting for surgery ConfidentialityYou will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. To this end you will not discuss workings of the Hospital or its patients with people outside the Hospital, save as required to do so in the course of your work. The incumbent will be required to maintain and enhance their professional knowledge, skills and aptitudes necessary to respond to a changing situation.  Person SpecificationQualificationsLeaving Certificate or equivalentFETAC Level 5 Course in Administration is desirableComputer literate, ECDLExperience using IT systems, including Meditech, MS Excel & Word.ExperienceAt least 2 years administrative experienceHospital experience desirable Job Specific Competencies and KnowledgeUnderstand how an office operates and is organisedPersonal CompetenciesCustomer ServiceExhibits high level of staff and patient relation skillsPossesses excellent Interpersonal SkillsCommunicates effectively both verbally and in writingPersonal EffectivenessHave a positive and pleasant dispositionComplies with policies and procedures with keen attention to detailAssume responsibility for one’s workWork well under pressureMotivated to support staff and patientsTeam WorkExhibits ability to work as member of team in daily performance of duties by helping others, communicating and handing over effectivelyProblem Solving and Continuous ImprovementCan think on their feet when faced with queriesIs always looking for new ways of working and optimising processesQuality and Patient SafetyComplies with all hospital safety requirements to include GDPR - data protection, accurate recording of information and maintaining a safe and healthy work environmentFlexibility and adaptabilityAll posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required.  This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.