County Durham & Darlington NHS Foundation Trust

Anaesthetic/Theatre Scheduling Secretary

The closing date is 17 October 2025

Job summary

Working within the Anaesthetics Department at University Hospital of North Durham the post holder will be required to provide effective, confidential administrative support on a day-to-day basis for a team of up to 49 Anaesthetic Consultants/SAS Grade Doctors and Junior Doctors.Working within demanding time constraints by prioritisation of own workload. The post holder will need to be proac-tive, flexible and responsive to the changing needs and demands of the organisation and to support the smooth running of the administration duties.Knowledge of EPR and CLW system is desirable but full training will be given.

Main duties of the job

Ensure the electronic rota system (CLW) is updated with Anaesthetic cover for all elective and non-elective surgery lists as well as sourcing cover for OBS/ITU/Pre-Assessment and on calls.

Provide Theatre scheduling service by liasing with all surgical department administrators and service managers in relation to scheduling of theatre sessions, amendendments & additions to to schedules.

Book all anaesthetic and CPET clinic appointments and ensure clinic letters are completed within the appropriate timescale.

Take and transcribe minutes of meetings and distrubute as appropriate.

Provide secretarial support to the Lead Clinician and all anaesthetists as well as working closely with the Theatre and Anaesthetic Management Team and Theatre Scheduling Teams across base sites.

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager

You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks

We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented

Full Job Descriptions can be found in the adverts supporting documents

Over reliance on AI-generated content is discouraged and may diminish the applicant's chances of success

For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.

From April 9th 2025 - Healthcare assistants - You must have a minimum of two years of experience working within the NHS as a HCA for the Trust to consider sponsorship (we will only consider sponsorship if you meet this criteria and have a current visa expiring within 3 months)

Date posted

03 October 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9439-2526-0896

Job locations

University Hospital Of North Durham

North Road

Durham

DH1 5TW

Job description

Job responsibilities

Work with other Directorate office staff to work as a team to provide an efficient administrative and secretarial service to the Anaesthetic Department.

Assist in preparation of anaesthetic rotas and updating of theatre schedules on the Trust intranet.Provide statistical information to Senior Managers as required.

Organise own day to day work tasks and activities.Plan and organise own workload to meet deadlines.

To maintain annual leave, study leave & other leave records and act as the first point of contact for the department.

Job description

Job responsibilities

Work with other Directorate office staff to work as a team to provide an efficient administrative and secretarial service to the Anaesthetic Department.

Assist in preparation of anaesthetic rotas and updating of theatre schedules on the Trust intranet.Provide statistical information to Senior Managers as required.

Organise own day to day work tasks and activities.Plan and organise own workload to meet deadlines.

To maintain annual leave, study leave & other leave records and act as the first point of contact for the department.

Person Specification

Qualifications

Essential

Good standard of Education Minimum of 3 GCSE's (or equivalent) at C Grade or above including English & Maths or equivalent knowledge.
NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).

Desirable

Qualification in secretarial and/ or computer skills.

Experience

Essential

Experience of using Microsoft Office eg Word, Excel, Outlook and Powerpoint.
Experience of prepping and managing multiple rotas as a significant part of a previous role.
Experience of providing an administrative support service to a large team.

Desirable

Experience of minute taking & transcribing.

Statutory Registration

Essential

Be able to travel independently across Trust sites to meet the requirements of the post when required.
Flexible approach to work and adaptable to change.

Special Skills & Knowledge

Essential

Excellent verbal and written communication skills with the ability to converse accuratly, courteously and effectivlty with a wide range of internal and external customers.
Ability to organise and prioritise workload to meet deadlines. Committed to providing excellent customer care.
Able to use own initiative to resolve que-ries and work as an effective team member.

Desirable

Previous experience of using EPR and CLW computer systems.
Knowledge and understanding of medical terminology.
Experience of working in a healthcare environment.
Knowledge of Data Protection and Caldicott Principles and understand-ing of the need to maintain strict confidentiality.

Person Specification

Qualifications

Essential

Good standard of Education Minimum of 3 GCSE's (or equivalent) at C Grade or above including English & Maths or equivalent knowledge.
NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).

Desirable

Qualification in secretarial and/ or computer skills.

Experience

Essential

Experience of using Microsoft Office eg Word, Excel, Outlook and Powerpoint.
Experience of prepping and managing multiple rotas as a significant part of a previous role.
Experience of providing an administrative support service to a large team.

Desirable

Experience of minute taking & transcribing.

Statutory Registration

Essential

Be able to travel independently across Trust sites to meet the requirements of the post when required.
Flexible approach to work and adaptable to change.

Special Skills & Knowledge

Essential

Excellent verbal and written communication skills with the ability to converse accuratly, courteously and effectivlty with a wide range of internal and external customers.
Ability to organise and prioritise workload to meet deadlines. Committed to providing excellent customer care.
Able to use own initiative to resolve que-ries and work as an effective team member.

Desirable

Previous experience of using EPR and CLW computer systems.
Knowledge and understanding of medical terminology.
Experience of working in a healthcare environment.
Knowledge of Data Protection and Caldicott Principles and understand-ing of the need to maintain strict confidentiality.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

University Hospital Of North Durham

North Road

Durham

DH1 5TW

Employer's website

https://www.cddft.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

University Hospital Of North Durham

North Road

Durham

DH1 5TW

Employer's website

https://www.cddft.nhs.uk/ (Opens in a new tab)