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Job overview
The Anaesthetics Support and Administrative team is a non-patient facing essential pillar of the Nuffield Department of Anaesthetics (NDA). Its core activities comprise, but are not limited to, rota management for at least 250 theatre lists (baseline) per week, requests for extra theatre lists, over-runs, on-call rota management, processing and validation of extra sessions, liaising with Surgical Services and Theatres Managers to aid in planning and scheduling theatre lists, and the management of Outpatients Obstetrics Anaesthetic Clinics for elective c-sections and high-risk maternity patients.
The role is complex in its nature, fast paced, and requires rigorous attention to detail and ability to forward-plan and confidently communicate with internal and external stakeholders. This role is predominantly based at the Anaesthetics Department within the John Radcliffe Hospital site of Oxford University Hospitals NHS Foundation Trust. There are times where travel to and working from Horton General Hospital, Banbury site may be required.
PREVIOUS APPLICANTS SHOULD NOT RESUBMIT
Main duties of the job
- To provide comprehensive, proactive, effective and efficient administrative function to all members of the Department and the department’s stakeholders ensuring that there are always effective administrative systems and procedures in place.
- General administration duties including updating clinical absences, record keeping, forwarding relevant communication to internal stakeholders, supporting clinicians with administrative queries, arranging ad-hoc meetings and ensuring all associated arrangements are in place, taking and disseminating minutes when required.
- Recording, monitoring and regularly reviewing unplanned absences to ensure compliance with Trust Policies and Procedures.
- Liaise with HR and Departmental Leads regarding absence monitoring and management where appropriate.
- Producing rota-related correspondence and reports, ensuring they comply with Trust templates/standards and are disseminated to the relevant stakeholders.
- Act as the main contact and channel of communication between users of the service, maintaining a professional but sympathetic manner.
- Deal appropriately with sensitive and confidential information from the clinical team using initiative to direct appropriately.
- Have an overview of all workflows in the Anaesthetics Support and Administration team. PREVIOUS APPLICANTS SHOULD NOT RESUBMIT
Detailed job description and main responsibilities
Please see the attached Job Description and Person Specification for full details of the role, including further information to support your application. PREVIOUS APPLICANTS SHOULD NOT RESUBMIT
Person specification
Experience and Skills
Essential
- Proven experience within an administrative role
- Basic understanding of medical terminology
- Experience of working with the general public
- Evidence of a positive approach to working in complex environments
- Experience of setting and maintaining work standards
- Methodical, conscientious & reliable
- Experience of managing complex staff rotas.
- Experience of managing IT systems and processes.
Desirable
- Previous NHS experience
- Experience in using EPR
- Experience in using rota systems – i.e. CLW, MediRota, Health Roster
- Understanding of Patient Surgical Pathways
- Reporting and Data Analysis
- Experience in using Good Shape portal
Education and Qualifications
Essential
- Good standard of Education with a minimum of 5 ‘C’ grade GCSE’s (incl. English Language and Maths)
- NVQ Level 3 or equivalent NHS administrative experience
- Competent user of MS Office 365 Packages
Desirable
- MS Office 365 Suite Qualification
Specific Aptitudes and Abilities
Essential
- Strong Computer Skills
- Experience of dealing with tight deadlines and targets.
- Highly organised and able to coordinate and prioritise own workload independently
- Ability to complete complex tasks simultaneously
- Professional attitude to work
- Ability to work effectively as part of a team
- Ability to compile, review, and analyse data to inform decisions
- Ability to coordinate and manage complex rota systems (i.e. CLWRota, Medirota)
Desirable
- Familiarity with NHS Performance Targets
- Familiarity with Patient Pathways
- Familiarity with unplanned absence monitoring and reporting
Interpersonal Skills / Communication Skills
Essential
- Ability to communicate with stakeholders at different levels
- Ability to identify possible issues and seek solutions
- Ability to understand and process information to aid with schedule forward planning and organising
- Excellent telephone manner
- Ability to deal with sensitive information
- Ability to cope effectively under pressure
- Attention to detail
- Experience of dealing with stressed/upset individuals in an empathetic manner.
- Ability to overcome communication barriers
- Ability to adapt to rapidly changing demands and expectations
- Ability to use own initiative and act quickly and decisively
- Ability to use negotiation and influencing skills to reach favourable outcomes
Desirable
- Evidence of interacting with a wide range of people
- Evidence of mitigating short notice staffing issues
- Evidence of cross-collaboration with stakeholders at different levels
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Applying for this NHS job
This advert is for Anaesthetic Administration Coordinator with Oxford University Hospitals NHS Foundation Trust in Oxford, South East, England. It is listed as a Band 4 Administrative and IT role. The advertised salary is £28,392 - £31,157 per annum pro rata. The contract type is Permanent. The application deadline is 06 Aug 2026.
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