Detailed job description and main responsibilities

Main Duties and Responsibilities

·        To proactively manage the nursing /AHP and HCA vacancies, reporting a regular and accurate vacancy position. 

·         Establishing robust short-term plans to maintain service delivery in line with safe staffing levels and acuity scoring with regular attendance to the daily staffing meeting..

·        To effectively communicate any short notice, shift changes to staff within the division to maintain safe staffing levels across the floor

·        To provide a robust administrative function for the theatre management team, managing their electronic diaries, emails, day to day telephone queries and incoming post, drafting letters, organising meetings and events and responding to queries wherever possible

·        Represent the division at meetings, both as a participant and/or to produce formal Trust level minutes, transcribing within set deadlines whilst disseminating information as necessary.

·        Support the theatre management team in providing direct line management to the Housekeeping and Band 3 CSW Team ensuring that core training provisions are made, completion of staff annual appraisals, managing sickness and discipline issues whilst ensuring service continuity is maintained despite operational pressures.

·        Support the Division to analyse and act on information to proactively manage and maintain relevant NHS targets.

·        Use initiative in all areas of work in the absence of or on behalf of the theatre management team and ensure that they are kept informed. This involves a high level of prioritising and problem-solving skills and a well-developed ability to relate absorbed knowledge to new emerging problems without guidance.

·        Ensure that important issues that have a significant impact on the role of the theatre management team are brought to their attention, that they are aware of appointments and that all relevant documents are prepared in advance of each meeting.

·        Respond to patients and visitors’ requirements ensuring that any urgent or important business is brought to the attention of the theatre management team.

·        Advance use of IT packages to create reports, produce letters, memos, draft agendas, transcribe formal minutes, tables, presentations and other documents fully utilising Microsoft Office tools.

·        Provide advice and guidance on preparation of the clinical environment for safe practise, ensuring that the appropriate level of cleanliness is maintained, taking action where necessary to address and resolve issues.

·        Co-ordinate arrangements for a variety of meetings and events, internally and externally, ordering necessary equipment and refreshments ensuring that all special needs are met.

·        Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information such as PAS, ICS and PACS, and being able to obtain information using the Internet

·        To work autonomously, proactively and creatively to find solutions to short term staffing challenges and to play an active part in long term recruitment and retention strategies

·        To undertake regular audits across a number of areas, analysing the findings and making recommendations for improvement.

·        To administer high level formal Trust meetings ensuring that agenda plans, minutes, action logs and papers are distributed within set deadlines and take comprehensive minutes as and when required.

·        To act as a point of contact to our internal and external clients, building good working relationships with service users, members of staff within the Trust and external stakeholders.

Governance

·        Develop and maintain systems and processes to establish and maintain effective communication, and confidentially of information.

·        Develop and maintain systems and processes to continually monitor standards e.g. benchmarking, audit and implement action plans to improve service delivery

·        Ensure that lessons are learnt from issues arising from risk reports/complaints and that they are promptly and positively addressed.

·        Contribute to the development and implementation of policies, procedures and guidelines within remit of own services

·        Ensure compliance with Trust policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care.

Human Resources

·        Conducting annual appraisals, return to work interviews, sickness absence review meetings and performance and conduct discussions with staff as and when required

·        To maintain records of, annual leave, sick and study leave records.

·        To maintain and update Personnel Files with relevant information on behalf of the  theatre management team