Job DescriptionJob Title: Theatre Capacity AdministratorDepartment: TheatreReports to: Theatre Co-OrdinatorDate: 2024Overall Purpose of JobOur 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 departmentTheatre Co-Ordinator and Nursing staff will assign and oversee the work which will be undertaken by the theatre administratorKey Responsibilities and DeliverablesGeneral: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 accordinglySchedule meetings and manage calendars for the theatre management teamsAnswer phone calls, emails and take messagesCarry out administrative tasks as directed by the theatre management teamAssist with collating JCI Accreditation Documentation folders under the direction of theatre manager, quality facilitator, Administration Chapter Leaders within the theatre departmentEnsure compliance at all times with JCI and support other hospital colleagues in achievement of sameWork 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 TimeWork closely with theatre scheduling manager and theatre manager to understand the theatre scheduling role and assist when requiredMaintain accurate documentation, Meditech, word/excel of all operational tasks as directedReceive visitors, answer general questions and direct individual to the appropriate personMay perform miscellaneous dutiesWork well with others, in a collaborative manner.Assist with ordering and storage of office/Kitchen suppliesOffer recommendations to decision-makers on ways to improve the efficiency of the officeCoordinates the theatre operating lists dailyInserts anaesthetists' names into theatre operating lists weekly and change theatre allocated rooms and anaesthetists daily if requiredUndertakes the hand hygiene departmental audits.Ensure the patient reception is cleaned, stocked and tidyCommunicates with managers, staff, HCA and consultants in both the theatre, wards and day unitPrints theatre lists daily or as requiredCoordinates the flow of patients within surgical services from wards, day unit to the operating theatreKeep all required forms, e.g. histology/microbiology, surgical safety checklist updated and in stockUpdate daily productivity spreadsheet monthlyProvide dignity, confidentiality, privacy and respect to all patients waiting for surgeryB 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 payrollReport any inconsistences or variations in shift patterns/working hours to the respective line managerDeputise for the surgical services administrator in their absence to ensure B Time report is completedTheatre 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 daysEnsuring consultants annual leave are received and recorded to ensure smooth running of the operating theatreUpdate Meditech in line with our theatre scheduling gridWork closely with the theatre scheduling and capacity manager to ensure theatre lists are fully utilisedMaintain a good rapport with consultants and their secretariesConfidentialityYou 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 SpecificationQualificationsLeaving Certificate or equivalentFETAC Level 5 Course in Administration is desirableComputer literate, ECDLExperience using IT systems, including Meditech, MS Excel & Word.ExperienceAt least 2 years administrative experienceHospital experience desirableJob Specific Competencies and Knowledge:Customer ServiceExhibits high level of staff and patient relation skillsPossesses excellent Interpersonal SkillsCommunicates effectively both verbally and in writingPersonal EffectivenessHave a positive and pleasant dispositionComplies with policies and procedures with keen attention to detailAssume responsibility for one's workWork well under pressureMotivated to support staff and patientsTeam WorkExhibits ability to work as member of team in daily performance of duties by helping others, communicating and handing over effectivelyProblem Solving and Continuous ImprovementCan think on their feet when faced with queriesIs always looking for new ways of working and optimising processesQuality and Patient SafetyComplies with all hospital safety requirements to include GDPR - data protection, accurate recording of information and maintaining a safe and healthy work environmentFlexibility and adaptabilityAll 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 SpecificationQualificationsFETAC level 5 course in AdministrationExperiencePrevious experience of patient care in a theatre environment is desirable.Training will be provided.Job SpecificCompetencies and KnowledgeAbility to work efficiently under direction from nursing and on own initiative when required.Ability to work in a physically demanding environmentDemonstrated ability to work effectively in a fast-moving clinical environment.Personal competenciesWork 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 ManagerThis 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.