Job Description
Job Title: Theatre Capacity Administrator
Department: Theatre
Reports to: Theatre Co-Ordinator
Date: 2024
Overall Purpose of Job
Our mission is to provide exceptional patient care in an environment where quality, respect, caring and compassion are at the centre of all we do.
Theatre Administrator supports the theatre management team by providing comprehensive administration support to all stakeholders within the operating department
Theatre Co-Ordinator and Nursing staff will assign and oversee the work which will be undertaken by the theatre administrator
Key Responsibilities and Deliverables
General:
* To adhere to the Beacon Hospital guidelines and policies.
* The duties/responsibilities outlined are not of an exhaustive nature.
* To maintain a safe working environment as set out in the Health and Safety at Work Act.
* Treat patients with respect and maintain strict confidentiality at all times.
* Support nurses in their work with patients.
* Be familiar with Hospital policies, procedures, protocols and employee handbook.Report all accidents and incidents involving self, patients, or visitors to Theatre Co-Ordinator or Deputy.
* Report to the Theatre Co-Ordinator any damaged equipment, clinical or other and mark it clearly that it is not suitable for use and follow up- E.g. Log a Ticket and remove from Theatre.
* To attend in-service education and keep all mandatory training up to date.
Communication:
* Administration Assistant is requested to report to Theatre Co-ordinator arriving and leaving the Department.
* Treat colleagues, consultants, patients with respect at all times.
* Report to nursing staff any complaints of pain or distress expressed by the patients.
* Report to nursing staff any accident, incident or unusual occurrences.
Care of Patients:
* Greet patients to the clinical area, theatre/holding bay with courtesy.
* Respect the privacy and dignity of patients at all times.
Administrative duties:
* Complete selected stock sheet daily or bi-weekly and inform Theatre Stock Controller of the stocks as required.
* Carry out other such administration duties as requested by the Theatre Co-ordinator. e.g. Date checks.
* Be familiar with all policies in relation to health and safety and follow accordingly
* Schedule meetings and manage calendars for the theatre management teams
* Answer phone calls, emails and take messages
* Carry out administrative tasks as directed by the theatre management team
* Assist with collating JCI Accreditation Documentation folders under the direction of theatre manager, quality facilitator, Administration Chapter Leaders within the theatre department
* Ensure compliance at all times with JCI and support other hospital colleagues in achievement of same
* Work closely with theatre management and theatre administration to assist in the development and entering of work rosters and the recording of work hours on B Time
* Work closely with theatre scheduling manager and theatre manager to understand the theatre scheduling role and assist when required
* Maintain accurate documentation, Meditech, word/excel of all operational tasks as directed
* Receive visitors, answer general questions and direct individual to the appropriate person
* May perform miscellaneous duties
* Work well with others, in a collaborative manner.
* Assist with ordering and storage of office/Kitchen supplies
* Offer recommendations to decision-makers on ways to improve the efficiency of the office
* Coordinates the theatre operating lists daily
* Inserts anaesthetists' names into theatre operating lists weekly and change theatre allocated rooms and anaesthetists daily if required
* Undertakes the hand hygiene departmental audits.
* Ensure the patient reception is cleaned, stocked and tidy
* Communicates with managers, staff, HCA and consultants in both the theatre, wards and day unit
* Prints theatre lists daily or as required
* Coordinates the flow of patients within surgical services from wards, day unit to the operating theatre
* Keep all required forms, e.g. histology/microbiology, surgical safety checklist updated and in stock
* Update daily productivity spreadsheet monthly
* Provide dignity, confidentiality, privacy and respect to all patients waiting for surgery
B Time:
* Work with the surgical services administrator to oversee staff rosters, sick leave, call and Time worked to ensure the B Time is up to date and accurate for payroll
* Report any inconsistences or variations in shift patterns/working hours to the respective line manager
* Deputise for the surgical services administrator in their absence to ensure B Time report is completed
Theatre scheduling:
* Deputies in the absence of the theatre capacity and scheduling manager to ensure theatre sessions are allocated and case booking forms are submitted within 7 working days
* Ensuring consultants annual leave are received and recorded to ensure smooth running of the operating theatre
* Update Meditech in line with our theatre scheduling grid
* Work closely with the theatre scheduling and capacity manager to ensure theatre lists are fully utilised
* Maintain a good rapport with consultants and their secretaries
Confidentiality
* You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. To this end you will not discuss workings of the Hospital or its patients with people outside the Hospital, save as required to do so in the course of your work. The incumbent will be required to maintain and enhance their professional knowledge, skills and aptitudes necessary to respond to a changing situation.
Person Specification
Qualifications
* Leaving Certificate or equivalent
* FETAC Level 5 Course in Administration is desirable
* Computer literate, ECDL
* Experience using IT systems, including Meditech, MS Excel & Word.
Experience
* At least 2 years administrative experience
* Hospital experience desirable
Job Specific Competencies and Knowledge:
Customer Service
* Exhibits high level of staff and patient relation skills
* Possesses excellent Interpersonal Skills
* Communicates effectively both verbally and in writing
* Personal Effectiveness
* Have a positive and pleasant disposition
* Complies with policies and procedures with keen attention to detail
* Assume responsibility for one's work
* Work well under pressure
* Motivated to support staff and patients
Team Work
* Exhibits ability to work as member of team in daily performance of duties by helping others, communicating and handing over effectively
Problem Solving and Continuous Improvement
* Can think on their feet when faced with queries
* Is always looking for new ways of working and optimising processes
Quality and Patient Safety
* Complies with all hospital safety requirements to include GDPR - data protection, accurate recording of information and maintaining a safe and healthy work environment
Flexibility and adaptability
* All posts in Beacon Hospital require a high level of flexibility to ensure the delivery of an effective and efficient service. Therefore, the post holder will be required to demonstrate flexibility as and when required.
Person Specification
Qualifications
* FETAC level 5 course in Administration
Experience
* Previous experience of patient care in a theatre environment is desirable.
* Training will be provided.
Job Specific
Competencies and Knowledge
* Ability to work efficiently under direction from nursing and on own initiative when required.
* Ability to work in a physically demanding environment
* Demonstrated ability to work effectively in a fast-moving clinical environment.
Personal competencies
* Work to a high standard delivering quality service to patients and other users of the healthcare facilities.
* Ability to take direction from nursing and other senior stakeholders and to follow instruction.
* Communicate effectively with all stakeholders and team-members.
* Be a practitioner and advocate for safe working practices within their area.
* Be flexible and adaptable and approach work with a "can do" attitude.
* Carry out any other appropriate duties as required by the Theatre Co-Ordinator/ Theatre Manager
This job description is intended to be an outline of the areas of responsibility and deliverables at the time of its writing. As the Hospital and the post holder develop, this job description may be subject to review in light of the changing needs of the Hospital.