Job summary
Provide leadership and management skills to enable Theatre Services to meet its agreed aims and objectives regarding efficient scheduling processes and monitoring improvements in theatre utilisation. All reasonable tasks should be completed to achieve these objectives.
To ensure that a smooth and effective, high quality scheduling process is provided by theatres, supporting clinicians, theatre clinical teams, patients and operational performance teams. Responsible for workload management and delegation across the theatre administrative team.
To manage the identified day to day capacity and demand processes for theatres, liaising directly with the identified Performance Manager in planning theatre activity to ensure the surgical specialities are able to achieve required performance targets.
Main duties of the job
The day-to-day operational management of the Theatre Schedule and scheduling processes, including supporting and monitoring the delivery of all relevant Theatre Utilisation key performance indicators. This is inclusive of demand and capacity management, Consultant support processes, out of job plan allocation, and all required administration. The role also provides day to day line management of the Theatre Administrative team.
About us
The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH)is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.
Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their role.We have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK).RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and Birmingham.The hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham line.We are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- To support and monitor the delivery of all relevant Key Performance Indicators (KPIs) regarding Theatre Utilisation Metrics
- To continuously evaluate and analyse current scheduling processes, identifying opportunities for improvement and in conjunction with the Theatre Services Manager, agree and implement improvements to theatre schedule supporting more effective theatre utilisation.
- To ensure that the day to day and week to week short term capacity and demand booking and scheduling processes are adhered to within theatres and associated teams, and all appropriate actions are taken in a timely manner to achieve the identified key performance targets and improve RTT performance.
- The post holders will co-ordinate the collection, analysis, validation and presentation of appropriate quantitative and qualitative data around theatre utilisation.
- To continuously analyse theatre capacity and effectiveness of scheduling, promoting and developing links with the Information Department. In liaison with the Performance Managers, plan and take appropriate actions to facilitate improvements in booking, scheduling and theatre utilisation performance targets.
- Responsible for maintaining the theatre schedule to reflect substantive in job plan sessions, ensuring any changes or cancellations are accurately reflected within the Theatre Management System.
- Responsible for identifying any gaps in the theatre schedule to inform the allocation of additional theatre sessions/activity across the various surgical specialities
- Liaise closely with performance managers to ensure that additional capacity is prioritised by speciality and clinician, according to demand and capacity requirements.
- Maintain accurate records around allocation of virtual theatre sessions and flexible theatre sessions, ensuring any shortfall is recorded and escalated accordingly.
- Maintain accurate records of private patient sessions/cases, ensuring all payback for NHS sessions/cases are recorded and any shortfall escalated accordingly.
- Maintain accurate records of all out of job plan activity for consultants to facilitate validation of all additional activity and associated payments via Trust or LLP contract.
- To be responsible for the day-to-day line management of the Administration team within theatres, as delegated, including the recruitment process, attendance management and annual leave process.
- Provide effective leadership and management to staff which promotes high performance standards both individually and as a team.
- Maintain skills and competence as an expert user for Bluespier, providing support for the theatre clinical and management team in more effective utilisation of the Theatre Management System.
- To undertake individual appraisals for Theatre Administrative Team in a timely manner, ensuring staff are aware of all training and development opportunities, ensuring continuous improvement.
- To ensure the development and regular review of all SOPs associated with theatre scheduling processes for theatre clinical and non-clinical staff.
- To support the development and review of all SOPs associated with theatre utilisation measures and recording ensuring consistency and quality of data obtained.
- Carry out regular validation of utilisation measures/data obtained to support improvements in credibility of data obtained.
- To ensure all annual, study and special leave processes within the theatre administration team and anaesthetic department, are effectively managed to support effective service delivery and provision of consistent administrative support for the clinical teams.
- To ensure the timely completion of monthly time sheets and associated documentation.
- Provide administrative support, scheduling advice and required information around theatre utilisation to weekly booking and scheduling information.
- Collation and presentation of theatre utilisation metrics for meetings/information as required i.e. Activity Meeting, RTT monitoring, Theatre Improvement Project
- To manage the provision theatre utilisation metrics for display within the clinical area which accurately reflect theatre efficiency based key performance targets.
- In collaboration with the Information Governance department assist in the production of more specialised theatre utilisation and efficiency information using the reporting aspect of Theatre Management system.
- Provision and specialist reports as required utilising Theatre Management System.
- To provide timely and professional scheduling advice to clinicians and operational team, acting as scheduling coordinator for any proposed changes to schedule.
- Contribute to regular update and continuous improvement of all booking and scheduling policies, procedures and SOPs to ensure quality, conformity and consistency in management of the theatre schedule and associated activities.
- To use initiative in resolving issues that arise around theatre schedule, providing advice to the operational team/performance managers as required.
- Maintain and provide accurate records of all cancellations on day of surgery, ensuring accurate recording and validation of reportable/non reportable incidents. Escalate and changes in incidence/trends in a timely manner.
- To ensure all administrative team communication processes are effectively managed and of a high quality.
- Ensure any requests for changes to schedule are dealt with promptly, including initiating effective communication of changes to all key stake holders.
- To attend Trust, MSK Unit, staff and other meetings as requested by Theatre Services Manager and feedback appropriately.
- To liaise with theatre leads, clinicians, Consultants and the Anaesthetic body within the Trust and externally in relation to OJP work. This can often involve communicating complex information concerning listing of specific patients ensuring availability of equipment and other resources across theatres including Menzies and Veterans Day case. Logistic coordination of staff and resources to ensure activity maximised. Pivotal to utilisation target and maintaining RTT.
- To maintain and improve own skills by undertaking the appropriate training and development activities relevant to the post.
- Develop and implement a robust training programme for new staff i.e. apprentice team members, around management of theatre schedule, theatre utilisation data and Theatre Management System, to ensure continuity of cover in the absence of the substantive post holder.
- On a short term basis and as directed, provide cover for the roles in the Theatre Administration Team and be familiar with the roles of other team members so that you can assist in the event of absence, maintaining adequate cover within the specialty at all times.
- The post holder will ensure that Robert Jones & Agnes Hunt Orthopaedic Hospital NHS Foundation Trust policies and procedures are adhered to and actively work to achieve these.
- Role model the Trusts values and behaviours.
- Any other tasks commensurate with the grade, as and when required.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
- To support and monitor the delivery of all relevant Key Performance Indicators (KPIs) regarding Theatre Utilisation Metrics
- To continuously evaluate and analyse current scheduling processes, identifying opportunities for improvement and in conjunction with the Theatre Services Manager, agree and implement improvements to theatre schedule supporting more effective theatre utilisation.
- To ensure that the day to day and week to week short term capacity and demand booking and scheduling processes are adhered to within theatres and associated teams, and all appropriate actions are taken in a timely manner to achieve the identified key performance targets and improve RTT performance.
- The post holders will co-ordinate the collection, analysis, validation and presentation of appropriate quantitative and qualitative data around theatre utilisation.
- To continuously analyse theatre capacity and effectiveness of scheduling, promoting and developing links with the Information Department. In liaison with the Performance Managers, plan and take appropriate actions to facilitate improvements in booking, scheduling and theatre utilisation performance targets.
- Responsible for maintaining the theatre schedule to reflect substantive in job plan sessions, ensuring any changes or cancellations are accurately reflected within the Theatre Management System.
- Responsible for identifying any gaps in the theatre schedule to inform the allocation of additional theatre sessions/activity across the various surgical specialities
- Liaise closely with performance managers to ensure that additional capacity is prioritised by speciality and clinician, according to demand and capacity requirements.
- Maintain accurate records around allocation of virtual theatre sessions and flexible theatre sessions, ensuring any shortfall is recorded and escalated accordingly.
- Maintain accurate records of private patient sessions/cases, ensuring all payback for NHS sessions/cases are recorded and any shortfall escalated accordingly.
- Maintain accurate records of all out of job plan activity for consultants to facilitate validation of all additional activity and associated payments via Trust or LLP contract.
- To be responsible for the day-to-day line management of the Administration team within theatres, as delegated, including the recruitment process, attendance management and annual leave process.
- Provide effective leadership and management to staff which promotes high performance standards both individually and as a team.
- Maintain skills and competence as an expert user for Bluespier, providing support for the theatre clinical and management team in more effective utilisation of the Theatre Management System.
- To undertake individual appraisals for Theatre Administrative Team in a timely manner, ensuring staff are aware of all training and development opportunities, ensuring continuous improvement.
- To ensure the development and regular review of all SOPs associated with theatre scheduling processes for theatre clinical and non-clinical staff.
- To support the development and review of all SOPs associated with theatre utilisation measures and recording ensuring consistency and quality of data obtained.
- Carry out regular validation of utilisation measures/data obtained to support improvements in credibility of data obtained.
- To ensure all annual, study and special leave processes within the theatre administration team and anaesthetic department, are effectively managed to support effective service delivery and provision of consistent administrative support for the clinical teams.
- To ensure the timely completion of monthly time sheets and associated documentation.
- Provide administrative support, scheduling advice and required information around theatre utilisation to weekly booking and scheduling information.
- Collation and presentation of theatre utilisation metrics for meetings/information as required i.e. Activity Meeting, RTT monitoring, Theatre Improvement Project
- To manage the provision theatre utilisation metrics for display within the clinical area which accurately reflect theatre efficiency based key performance targets.
- In collaboration with the Information Governance department assist in the production of more specialised theatre utilisation and efficiency information using the reporting aspect of Theatre Management system.
- Provision and specialist reports as required utilising Theatre Management System.
- To provide timely and professional scheduling advice to clinicians and operational team, acting as scheduling coordinator for any proposed changes to schedule.
- Contribute to regular update and continuous improvement of all booking and scheduling policies, procedures and SOPs to ensure quality, conformity and consistency in management of the theatre schedule and associated activities.
- To use initiative in resolving issues that arise around theatre schedule, providing advice to the operational team/performance managers as required.
- Maintain and provide accurate records of all cancellations on day of surgery, ensuring accurate recording and validation of reportable/non reportable incidents. Escalate and changes in incidence/trends in a timely manner.
- To ensure all administrative team communication processes are effectively managed and of a high quality.
- Ensure any requests for changes to schedule are dealt with promptly, including initiating effective communication of changes to all key stake holders.
- To attend Trust, MSK Unit, staff and other meetings as requested by Theatre Services Manager and feedback appropriately.
- To liaise with theatre leads, clinicians, Consultants and the Anaesthetic body within the Trust and externally in relation to OJP work. This can often involve communicating complex information concerning listing of specific patients ensuring availability of equipment and other resources across theatres including Menzies and Veterans Day case. Logistic coordination of staff and resources to ensure activity maximised. Pivotal to utilisation target and maintaining RTT.
- To maintain and improve own skills by undertaking the appropriate training and development activities relevant to the post.
- Develop and implement a robust training programme for new staff i.e. apprentice team members, around management of theatre schedule, theatre utilisation data and Theatre Management System, to ensure continuity of cover in the absence of the substantive post holder.
- On a short term basis and as directed, provide cover for the roles in the Theatre Administration Team and be familiar with the roles of other team members so that you can assist in the event of absence, maintaining adequate cover within the specialty at all times.
- The post holder will ensure that Robert Jones & Agnes Hunt Orthopaedic Hospital NHS Foundation Trust policies and procedures are adhered to and actively work to achieve these.
- Role model the Trusts values and behaviours.
- Any other tasks commensurate with the grade, as and when required.
Person Specification
Qualifications and Training
Essential
- Diploma/NVQ level IV in an administrative subject or able to demonstrate knowledge and experience of a range of administrative procedures and policies acquired through training and experience
- Supervisory/Management certificate/qualification
Experience
Essential
- Previous experience & knowledge of managing a theatre schedule within an acute NHS hospital
- Previous experience working with Theatre Management Systems
- Experience of working effectively within a multidisciplinary acute theatre environment
Desirable
- Experience of service improvement, working with RTT and demand & capacity planning
Skills and Competencies
Essential
- Has good levels of critical thinking skills, problem solving ability and can think creatively to stimulate action.
- To establish and maintain good working relationships within a multidisciplinary team and with staff at all levels
- Able to interpret information, analyse and present information according to need; and use for comparison, planning, monitoring and improvement.
Desirable
- High level of competency in the application of understanding and interpretation of information, (often complex information), establishing patterns and change, support diagnosis of problems, including the aptitude to spot problems early.
Knowledge
Essential
- Advanced knowledge of Theatre Management Systems and their application in theatre scheduling
- Understanding of demand and capacity planning regarding theatre activity, capacity and session requirements
Desirable
- Knowledge of NHS targets specifically those relating to theatre i.e. patient cancellation rates, and RTT
Personal Qualities
Essential
- Ability to prioritise own time, and effective at workload management
- Robust emotional attitude to competing work demands, change management requirements and tight time schedules
- Comfortable proposing changes to own team processes
Desirable
- Willingness to undergo further training or development
Person Specification
Qualifications and Training
Essential
- Diploma/NVQ level IV in an administrative subject or able to demonstrate knowledge and experience of a range of administrative procedures and policies acquired through training and experience
- Supervisory/Management certificate/qualification
Experience
Essential
- Previous experience & knowledge of managing a theatre schedule within an acute NHS hospital
- Previous experience working with Theatre Management Systems
- Experience of working effectively within a multidisciplinary acute theatre environment
Desirable
- Experience of service improvement, working with RTT and demand & capacity planning
Skills and Competencies
Essential
- Has good levels of critical thinking skills, problem solving ability and can think creatively to stimulate action.
- To establish and maintain good working relationships within a multidisciplinary team and with staff at all levels
- Able to interpret information, analyse and present information according to need; and use for comparison, planning, monitoring and improvement.
Desirable
- High level of competency in the application of understanding and interpretation of information, (often complex information), establishing patterns and change, support diagnosis of problems, including the aptitude to spot problems early.
Knowledge
Essential
- Advanced knowledge of Theatre Management Systems and their application in theatre scheduling
- Understanding of demand and capacity planning regarding theatre activity, capacity and session requirements
Desirable
- Knowledge of NHS targets specifically those relating to theatre i.e. patient cancellation rates, and RTT
Personal Qualities
Essential
- Ability to prioritise own time, and effective at workload management
- Robust emotional attitude to competing work demands, change management requirements and tight time schedules
- Comfortable proposing changes to own team processes
Desirable
- Willingness to undergo further training or development
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
Address
The Robert Jones Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
Gobowen
Oswestry
SY107AG
Employer's website
https://www.rjah.nhs.uk/ (Opens in a new tab)
