Band 4 Operational Support Assistant

University Hospitals Birmingham NHS Foundation Trust

This job is now closed

Job summary

This is a very exciting opportunity to join the dynamic and fast-paced theatre management team at Solihull. The Operational Support Assistant (OSA) role in theatres provides essential support to the theatre management team and works extremely closely with a variety of teams on a daily basis, including anaesthetics, EPOC and speciality management teams, clinical staff -- nursing and medical. This role would be great for anyone looking to network and increase exposure, as most divisions within the Trust have links to Theatres, meaning you work with a wide range of staff. Whilst this role has some tasks that need to be done on a daily basis, it's a reactive role and requires an innovative and fast thinker.

Main duties of the job

The Operational Support Assistant (OSA) role in theatres provides essential support to the theatre management team, with a focus on system administration within Galaxy (theatre information system) and on the planning and organisation of theatre lists. The post-holder will form an integral part of the theatre forward look process and will be actively involved in the weekly forward look meetings, from taking minutes to using the Theatre HI Dashboard to extract ad-hoc information and data.

They will be responsible for collating the weekly theatre scheduling email and planning the theatre schedules. They will be expected to work very closely with the wider Theatre team and will liaise with theatre staff on a daily basis, including Theatre Management and Matrons, as well as the Anaesthetics department and other Speciality Management teams.

Alongside the organisation of Theatres, and facilitation of ad-hoc requests for Theatre lists, the post holder will share responsibility for updating the Theatre baseline on Galaxy. They will use the Galaxy system on a daily basis and be responsible for the maintenance of data quality and chasing with teams where required for information. They will be the point of contact for Galaxy related queries, for example setting up new staff on the system. They will assist the Operational Managers with the rollout of any new functionalities within Galaxy and provide dedicated support to the day to day running of the system.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Date posted

09 January 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-9005546

Job locations

Solihull Hospital

Lode Ln

Solihull

West Midlands

B91 2JL

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

*Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
*Business Administration NVQ level 3 or equivalent experience in an Administrative environment

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
*Experience of dealing with the Public/Customer service experience
*Good Organisational skills
*Able to use own initiative and deal with the unpredictable
*Able to work under pressure and to multi-task
*Able to work to deadlines

Additional Criteria

Essential

*Knowledge of dealing with non-routine issues such as problem solving for an area of work
*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Good keyboard/ IT skills
*Good organisational skills and ability to multitask
*Good time management skills
*Ability to deal professionally with enquiries from staff, patients and visitors
*Understand confidentiality and apply the principles in everyday working practice
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Work effectively and flexibly as part of a team to meet the needs of the services
*Confident in dealing with people at all levels
*Must be able to demonstrate an understanding of equality and diversity
*Mature open and flexible approach to work
*Demonstrates care and compassion
*Good inter-personal and communication skills.
*Good organisational skills
*Ability to travel to multiple sites

Person Specification

Qualifications

Essential

*Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
*Business Administration NVQ level 3 or equivalent experience in an Administrative environment

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
*Experience of dealing with the Public/Customer service experience
*Good Organisational skills
*Able to use own initiative and deal with the unpredictable
*Able to work under pressure and to multi-task
*Able to work to deadlines

Additional Criteria

Essential

*Knowledge of dealing with non-routine issues such as problem solving for an area of work
*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Good keyboard/ IT skills
*Good organisational skills and ability to multitask
*Good time management skills
*Ability to deal professionally with enquiries from staff, patients and visitors
*Understand confidentiality and apply the principles in everyday working practice
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Work effectively and flexibly as part of a team to meet the needs of the services
*Confident in dealing with people at all levels
*Must be able to demonstrate an understanding of equality and diversity
*Mature open and flexible approach to work
*Demonstrates care and compassion
*Good inter-personal and communication skills.
*Good organisational skills
*Ability to travel to multiple sites

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.