Anaesthetic Administration Coordinator

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.

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.

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.