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The Surgical Care Group is looking for an enthusiastic and self-motivated Theatre Medical Secretary to support all specialities and respective theatre team members.

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.

The successful candidate to will be expected to work 9.00am – 5.00pm.

• Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.


• Taking minutes of meetings and circulating to relevant groups. Sending out agenda’s and arranging meeting venues as requested by Theatre Management Team.


• To produce and circulate rota’s as requested by the Theatre Management Team. Including liaising with all levels of staff, internally and externally.


• Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.


• Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily.


• Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator Audits.


• Provide administrative and secretarial support to all Operational Theatre Managers/Co-ordinator’s/Band 6’s within the Department.


• Type up operation notes from verbal dictation, ensuring saved on the system and copy printed for patient health records.


• To answer the telephone promptly and politely, telephoning other staffing departments or patients where appropriate using tact, discretion and empathy in all situations.


• Record sickness/absence and annual leave for all theatre teams/staff on ESR system.


• Organise and order stationary items as appropriate.

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1stJuly we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.


Our Vision is to deliver 5 Star Patient Care:

• CARE that is evidence based, high quality and compassionate


• ​​​​​​SAFETY that is of the highest standards


• COMMUNICATION that is open, inclusive and respectful


• SYSTEMS that are efficient, patient centred and reliable


• PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:

• Trust rated Outstanding by CQC Inspection August 2018


• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)


• Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

KEY DUTIES

• Plan, organise meetings and training events, this includes booking venues and hospitality. Design Flyers and send information out in advance to attendees and keep a record of attendance.


• Taking minutes of meetings and circulating to relevant groups. Sending out agenda’s and arranging meeting venues as requested by Theatre Management Team.


• To produce and circulate rota’s as requested by the Theatre Management Team. Including liaising with all levels of staff, internally and externally.


• Co-ordinate and monitor compliance with mandatory training and appraisal activity for all the Theatre Teams and reporting compliance.


• Co-ordinate and monitor compliance with golden patient and complete spreadsheet daily.


• Type up action plans needed for relevant areas including Human Resources, Infection Prevention, Pharmacy, Controlled Drugs, Care Indicator Audits.


• Provide administrative and secretarial support to all Operational Theatre Managers/Co-ordinator’s/Band 6’s within the Department.


• Type up operation notes from verbal dictation, ensuring saved on the system and copy printed for patient health records.


• To answer the telephone promptly and politely, telephoning other staffing departments or patients where appropriate using tact, discretion and empathy in all situations.


• Record sickness/absence and annual leave for all theatre teams/staff on ESR system.


• Organise and order stationary items as appropriate.


• To quality check documentation completed in clinical administration support.


• Ensure efficient audit processes in place concerning correspondence to ensure quality levels maintained and rectify accordingly.


• Mentor, train and supervise relevant staff as required by the Administration Team Leader.


• Update Opera to accurately reflect all changes or additions to theatre sessions, make any real time amendments when requested. Printing off theatre lists and call cards for each theatre the night before and deliver copies to Bed Management Department.


• Provide and collate the theatre lists and theatres schedules for the weekly list planning meeting.


• Full utilisation of the roll locks management on Opera to unlock any staff on the system. Requesting smartcards for all theatre and unlocking of smartcards in real time.


• Liaise with I.T., theatre staff and theatre manager regarding any system failures and making sure all problems are logged. On notification from I.T. test the system prior to informing staff to re-use.


• Ensuring that contingency plans are adhered to and data capture forms are available on request and also input data retrospectively on Opera when required.


• Liaise with the theatre education and training co-ordinator and I.T. to organise update training for staff and new starters. Teach/update staff when ‘patches’ or upgrades to the system are introduced.


• Regularly highlight inaccuracies on system to theatre team leaders, requesting errors and omissions to be rectified in real time to ensure data quality is to high standard.


• Type dictation from audio transcription of clinical correspondence and documentation. Ensuring appropriate follow up arrangements /investigations are in place. Liaise with Personal Medical Secretary of specialty accordingly.


• Complete any Tertiary Referrals to external Trusts and ensure these are completed on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.


• Accurate use of patient information using the Patient Administration System (PAS), including registration screen to check patient details are correct.


• Cover reception desk in absence of Clerical Administrator.


• Deal appropriately with concerns from staff in line with Trust policy.


• Ensure all mandatory training is up to date and report accordingly.


• Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.


• General office duties including copy typing of any reports needed, dealing with incoming and outgoing mail, e-mail, fax, photocopying, filing. Participate in housekeeping of the office environment.


• Attend appropriate training, meetings and education sessions at the request of manager.


• Work with managers to review working practices, ways of working and find solutions to problems.


• To work in a flexible manner in accordance with the Trust Policies and Procedures.


• Follow Departmental Standard Operating Procedures.


• Any other duties required by Line Manager or Operational Theatre Manager

SAFEGUARDING RESPONSIBILITIES

• Comply with Trust Safeguarding Adults & Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.


• Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.


• Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Adults / Children.


• Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.


• Be able to recognise signs of abuse appropriate to role and what action to take.


• Know what to do if concerned that someone is being abused.


• Know about the Trust’s local policies/procedures.


• Understand the importance of sharing information, how it can help and the dangers of not sharing information.


• Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc.


• Be able to seek advice and report concerns, ensuring that they are listened to.