Job summary
Part Time 18.75 hours per week
An exciting opportunity has arisen for a Theatre Staffing Coordinator to join our already established team. The post will involve cross site working.
A great opportunity has arisen for a self-motivated individual to work within Whiston and St Helens theatres. The successful candidate will have responsibility for ensuring that the Surgical Care Group has sufficient theatre, recovery and decontamination rotas to meet service demands.
The post holder will work closely with the Surgical Care Group Management and Clinical Teams to ensure that all rotas within the Care Group are produced in a timely and efficient manner utilising both existing and temporary staff in the most appropriate and cost effective manner.
The post demands the need for accuracy and timeliness of data is paramount. You will need to be able to work in a calm, logical and methodical way and be able to multi-task. You must possess effective communication skills and be a confident, diplomatic individual who is able to communicate to all levels of employees within the theatre department
Main duties of the job
- Prepare and publish the theatre, recovery and cross-site staffing rotas within agreed timescales and ensuring the skills to support activity are safe for service needs.
- Maintain accurate records.
- To support the maintenance of all staff rotas, in line with the needs of the service.
- Liaising with E roster Link person/ operational manager/ operational leads to ensure appropriate cover.
- Monitor and record TRAC forms for staffing vacancies. Liaising with Operational leads for actioning.
- Work closely with Staffing Solutions, HR to indicate any temporary theatre/recovery cover required once all alternative options have been exhausted.
- Adhere to all trust and nationally agreed rules / terms and conditions around the use of bank and agency staff.
- Monitoring of the use of annual and study leave for all staff ensuring that the correct level of cover is provided at all times, liaising with the Education Leads.
- Inputting theatre and theatre recovery staff leave and training days on E roster.
- Prepare on call rota and weekend rota cover.
- Transcribe E Roster to weekly worksheet and report and gaps to operational leads.
- Ensure all shift swaps are skill appropriate and agreed by speciality leads.
- Update E Roster on a daily basis to ensure it is live.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Job description
Job responsibilities
KEY DUTIES
- Prepare and publish the theatre, recovery and cross-site staffing rotas within agreed timescales and ensuring the skills to support activity are safe for service needs.
- Maintain accurate records.
- To support the maintenance of all staff rotas, in line with the needs of the service.
- Liaising with E roster Link person/ operational manager/ operational leads to ensure appropriate cover.
- Monitor and record TRAC forms for staffing vacancies. Liaising with Operational leads for actioning.
- Work closely with Staffing Solutions, HR to indicate any temporary theatre/recovery cover required once all alternative options have been exhausted.
- Adhere to all trust and nationally agreed rules / terms and conditions around the use of bank and agency staff.
- Monitoring of the use of annual and study leave for all staff ensuring that the correct level of cover is provided at all times, liaising with the Education Leads.
- Inputting theatre and theatre recovery staff leave and training days on E roster.
- Prepare on call rota and weekend rota cover.
- Transcribe E Roster to weekly worksheet and report and gaps to operational leads.
- Ensure all shift swaps are skill appropriate and agreed by speciality leads.
- Update E Roster on a daily basis to ensure it is live.
- Assist the Operational leads and Operational managers with seeking alternate solutions on rosters during periods of short term sickness/absence and compensatory rest to ensure maintenance of a safe service.
- Monitor and record any sickness/absence in line with the Attendance Management Policy for all staff, ensuring all episodes are recorded on E roster. Escalate triggers appropriately for action, in liaison with Operational Leads.
- Escalate complex queries to Operational Leads.
- Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
- General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
- To work in a flexible manner in accordance with the Trust Policy.
- Any other duties required by Line Manager
Job description
Job responsibilities
KEY DUTIES
- Prepare and publish the theatre, recovery and cross-site staffing rotas within agreed timescales and ensuring the skills to support activity are safe for service needs.
- Maintain accurate records.
- To support the maintenance of all staff rotas, in line with the needs of the service.
- Liaising with E roster Link person/ operational manager/ operational leads to ensure appropriate cover.
- Monitor and record TRAC forms for staffing vacancies. Liaising with Operational leads for actioning.
- Work closely with Staffing Solutions, HR to indicate any temporary theatre/recovery cover required once all alternative options have been exhausted.
- Adhere to all trust and nationally agreed rules / terms and conditions around the use of bank and agency staff.
- Monitoring of the use of annual and study leave for all staff ensuring that the correct level of cover is provided at all times, liaising with the Education Leads.
- Inputting theatre and theatre recovery staff leave and training days on E roster.
- Prepare on call rota and weekend rota cover.
- Transcribe E Roster to weekly worksheet and report and gaps to operational leads.
- Ensure all shift swaps are skill appropriate and agreed by speciality leads.
- Update E Roster on a daily basis to ensure it is live.
- Assist the Operational leads and Operational managers with seeking alternate solutions on rosters during periods of short term sickness/absence and compensatory rest to ensure maintenance of a safe service.
- Monitor and record any sickness/absence in line with the Attendance Management Policy for all staff, ensuring all episodes are recorded on E roster. Escalate triggers appropriately for action, in liaison with Operational Leads.
- Escalate complex queries to Operational Leads.
- Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
- General office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
- To work in a flexible manner in accordance with the Trust Policy.
- Any other duties required by Line Manager
Person Specification
Qualifications
Essential
- Educated to GCSE level in English and Mathematics or equivalent qualifications and/or equivalent experience
Desirable
- RSA/OCR III typing or equivalent qualifications and/or equivalent experience
- ECDL qualification or equivalent qualifications and/or equivalent experience
Knowledge & Experience
Essential
- Significant administration and clerical experience
- Ability to work collaboratively in a dynamic work environment
- Experience in administration/HR function such as booking, rotas, leave planning or waiting list management.
Desirable
- Experience of delivering and leading change to meet service need
Skills
Essential
- Demonstrated competence in word processing, spreadsheets, databases and presentation packages.
- IT literate
- Able to collate and analyse data, produce reports
- Ability to utilise electronic data tools.
- Management of timetables
- Able to prioritise and work to deadlines.
- Work well individually using own initiative and as part of a team
- Able to work under pressure with constant interruptions
- Flexibility in dealing with issues as they arise.
Person Specification
Qualifications
Essential
- Educated to GCSE level in English and Mathematics or equivalent qualifications and/or equivalent experience
Desirable
- RSA/OCR III typing or equivalent qualifications and/or equivalent experience
- ECDL qualification or equivalent qualifications and/or equivalent experience
Knowledge & Experience
Essential
- Significant administration and clerical experience
- Ability to work collaboratively in a dynamic work environment
- Experience in administration/HR function such as booking, rotas, leave planning or waiting list management.
Desirable
- Experience of delivering and leading change to meet service need
Skills
Essential
- Demonstrated competence in word processing, spreadsheets, databases and presentation packages.
- IT literate
- Able to collate and analyse data, produce reports
- Ability to utilise electronic data tools.
- Management of timetables
- Able to prioritise and work to deadlines.
- Work well individually using own initiative and as part of a team
- Able to work under pressure with constant interruptions
- Flexibility in dealing with issues as they arise.
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.
