Job summary
We are seeking a highly organised and proactive Administrator to join the dynamic Anaesthetics Team at the RVI.
We are looking for someone who is experienced in administrative roles, with a knowledge of medical terminology and a demonstrable understanding of rota systems. The individual will be proficient in using NHS soft wear packages/systems and Microsoft Office applications. A confident communicator with excellent interpersonal skills and able to manage multiple tasks and prioritise effectively. We are looking for someone who is detail-oriented, with a commitment to accuracy and confidentiality, a team player who can also work independently.
- Interview Date: 5th February 2026
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
NO AGENCIES PLEASE
Main duties of the job
Key Responsibilities
The Anaesthetic coordinator plays a crucial role in ensuring a smooth and safe operation of theatre services by managing and coordinating anaesthetic rotas and schedules
Work closely with Medical Lead to ensure appropriate anaesthetic cover for Theatre lists and theatre/patient safety
To generate and publish a weekly anaesthetic rota that is safe at time of publication
Lead point of contact for anaesthetic rota queries and issues
Regularly reviewing theatre lists and proactively addressing issues or changes that have not been communicated by specialties
Coordinating and monitoring anaesthetic rota, ensuring that any changes to theatre lists are appropriately and safely reflected in the rota
Manage theatre allocation of over 100 Consultant Anaesthetists, and 50 Trainees (on a 6-month rotational basis) and to allocate to lists depending on specialty and surgical procedures scheduled.
Coordinating rota request changes. This will require comparison of a range of options, before assigning duties to the most appropriate clinician.
About us
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
With around 2 million contacts with patients every year, we deliver care from:
- Royal Victoria Infirmary (RVI)
- Freeman Hospital
- Newcastle Dental Hospital
- Cramlington Manor Walks
- Urgent treatment centres
- Newcastle Fertility Centre
- Northern Centre for Cancer Care, North Cumbria
- Northern Genetics Service
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
The Anaesthetic coordinator plays a crucial role in ensuring a smooth and safe operation of theatre services by managing and coordinating anaesthetic rotas and schedules
Work closely with Medical Lead to ensure appropriate anaesthetic cover for Theatre lists and theatre/patient safety
To generate and publish a weekly anaesthetic rota that is safe at time of publicationand consists of over 350 theatre sessions
Regularly reviewing theatre lists and proactively addressing issues or changes that have not been communicated by specialties
Coordinating and monitoring anaesthetic rota, ensuring that any changes to theatre lists are appropriately and safely reflected in the rota
Manage theatre allocation of over 100 Consultant Anaesthetists, and 50 Trainees (on a 6-month rotational basis) and to allocate to lists depending on specialty and surgical procedures scheduled.
Work closely with college tutors to ensure trainees receive appropriate allocation to surgical lists to ensure all training needs are met
Coordinating rota request changes. This will require comparison of a range of options, before assigning duties to the most appropriate clinician
Managing additional requests for theatre lists, including weekend, evening and private patients. Ensuring appropriate provision of anaesthetic, theatre and recovery staff
Responsible for coordinating and updating theatre cancellations and reinstatements.
Coordinating responses and managing information, queries and requests from theatres and anaesthetics and liaising with surgical specialties
Lead point of contact for anaesthetic rota queries and issues
Exercise judgement when organising appropriate replacement anaesthetic cover for theatres in the event of sickness etc, ensuring an anaesthetist with the appropriate skillset is allocated.
Prepare and attend 6-4-2 scheduling weekly meetings, raise and resolve issues
Work closely with management teams to inform of upcoming issues in relation to rota or operating lists. Additionally highlighting and informing where process efficiencies can be made
Escalate risks and challenges to appropriate medical lead
Deal with incoming phone calls ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and effectively.
Participate in the planning for provision of one-off treatments for children and adults i.e. learning difficulties
Working collaboratively with specialties and clinical teams across the trust to resolve issues and communicate changes to the appropriate medical staff
Ability to build relationships with clinical colleagues, diffuse difficult situations and resolve conflicts to the benefit of the service
Job description
Job responsibilities
The Anaesthetic coordinator plays a crucial role in ensuring a smooth and safe operation of theatre services by managing and coordinating anaesthetic rotas and schedules
Work closely with Medical Lead to ensure appropriate anaesthetic cover for Theatre lists and theatre/patient safety
To generate and publish a weekly anaesthetic rota that is safe at time of publicationand consists of over 350 theatre sessions
Regularly reviewing theatre lists and proactively addressing issues or changes that have not been communicated by specialties
Coordinating and monitoring anaesthetic rota, ensuring that any changes to theatre lists are appropriately and safely reflected in the rota
Manage theatre allocation of over 100 Consultant Anaesthetists, and 50 Trainees (on a 6-month rotational basis) and to allocate to lists depending on specialty and surgical procedures scheduled.
Work closely with college tutors to ensure trainees receive appropriate allocation to surgical lists to ensure all training needs are met
Coordinating rota request changes. This will require comparison of a range of options, before assigning duties to the most appropriate clinician
Managing additional requests for theatre lists, including weekend, evening and private patients. Ensuring appropriate provision of anaesthetic, theatre and recovery staff
Responsible for coordinating and updating theatre cancellations and reinstatements.
Coordinating responses and managing information, queries and requests from theatres and anaesthetics and liaising with surgical specialties
Lead point of contact for anaesthetic rota queries and issues
Exercise judgement when organising appropriate replacement anaesthetic cover for theatres in the event of sickness etc, ensuring an anaesthetist with the appropriate skillset is allocated.
Prepare and attend 6-4-2 scheduling weekly meetings, raise and resolve issues
Work closely with management teams to inform of upcoming issues in relation to rota or operating lists. Additionally highlighting and informing where process efficiencies can be made
Escalate risks and challenges to appropriate medical lead
Deal with incoming phone calls ensuring that users are communicated with in a sensitive and effective manner and that issues are dealt with promptly and effectively.
Participate in the planning for provision of one-off treatments for children and adults i.e. learning difficulties
Working collaboratively with specialties and clinical teams across the trust to resolve issues and communicate changes to the appropriate medical staff
Ability to build relationships with clinical colleagues, diffuse difficult situations and resolve conflicts to the benefit of the service
Person Specification
Qualifications & Education
Essential
- Higher National Certificate (HNC) or equivalent experience
Knowledge & Experience
Desirable
- NHS administration experience with and ability to use NHS software packages o NHS Systems e.g. eRecord, Surginet, Schapptbook
- Knowledge of medical terminology
- A demonstrable understanding of rota systems, ensuring appropriate workforce allocation to meet service needs
- Proactively suggest improvements to process and ways of working
Skills & Abilities
Essential
- Excellent verbal and written communication and negotiation skills
- Ability to manage change and adapt to unforeseen circumstances
- Strong problem-solving skills, with the ability to find effective solutions
- Able to handle multiple streams of communication effectively, ensure all are dealt with within appropriate timescales
- High level of attention to detail,
- Ability to evaluate, analyse and make informed decisions on rota scheduling issues
- Keyboard skills to produce to produce the high volume of work required to meet tight deadlines and be able to use a variety of IT packages
Person Specification
Qualifications & Education
Essential
- Higher National Certificate (HNC) or equivalent experience
Knowledge & Experience
Desirable
- NHS administration experience with and ability to use NHS software packages o NHS Systems e.g. eRecord, Surginet, Schapptbook
- Knowledge of medical terminology
- A demonstrable understanding of rota systems, ensuring appropriate workforce allocation to meet service needs
- Proactively suggest improvements to process and ways of working
Skills & Abilities
Essential
- Excellent verbal and written communication and negotiation skills
- Ability to manage change and adapt to unforeseen circumstances
- Strong problem-solving skills, with the ability to find effective solutions
- Able to handle multiple streams of communication effectively, ensure all are dealt with within appropriate timescales
- High level of attention to detail,
- Ability to evaluate, analyse and make informed decisions on rota scheduling issues
- Keyboard skills to produce to produce the high volume of work required to meet tight deadlines and be able to use a variety of IT packages
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).
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