Theatre Capacity Administrator

at  Beacon Hospital

JOB DESCRIPTION

Job Title: Theatre Capacity Administrator
Department: Theatre
Reports to: Theatre Co-Ordinator
Date: 2024

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

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

QUALIFICATIONS

• FETAC level 5 course in Administration

EXPERIENCE

• Previous experience of patient care in a theatre environment is desirable.
• Training will be provided.

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.

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

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