Theatre Administrator

Bristol NHS Foundation Trust; Weston-super-Mare; On-site; GBP 26,000 - 27,000; Part time

Benefits offered by this job

Flexible working

NHS pension exposure

Job summary

Bristol NHS Foundation Trust is seeking a part-time Theatre Administrator (Band 3) to support the Theatre Matron and the theatre team at Weston General Hospital. The role involves producing accurate operating lists, coordinating with departments, and handling routine admin with a focus on data accuracy and patient details.

The post requires NHS experience, strong organisational skills, and competence with Opera and other hospital systems.

Qualifications

• NVQ Level 3 in Business Administration is required.
• ECDL is required.
• Word processing to RSA level 3 standard or equivalent is required.
• Typing speed of at least 50 words per minute is required.
• Proficiency with Microsoft Office and emails is essential.
• Opera Super user experience is desirable.

Responsibilities

• Provide administrative and operational support to the Theatre Matron and theatre team.
• Coordinate operating lists with accurate patient details and scheduling.
• Maintain theatre management systems and act as a super user for Opera.
• Prepare reports, minutes, and maintain diaries and training records.
• Assist with reception duties and estates requisitions as needed.
• Uphold confidentiality and Trust policies in every interaction.

Skills

Organisational skills

Prioritising

Interpersonal skills

Attention to detail

Professional conduct

Clinical environment

Education

NVQ Level 3 in Business Administration

ECDL

Word processing to RSA level 3

Typing 50 wpm

Tools

Microsoft Office

Cerner Millennium

Opera Super user

Bluespier/Careflow/Vitals

Job description

Main area Operating Theatre Grade Band 3 Contract Permanent Hours Part time - 20 hours per week (Wednesday and Friday 07:00-17:30) Job ref 387-WD6031-LMG

Employer Bristol NHS Foundation Trust Employer type NHS Site Main Theatre, Weston General Hospital Town Weston Super Mare Salary £25,760 - £27,476 pa pro rata Salary period Yearly Closing 16/11/2026 23:59

Theatre Administrator

Band 3

North Bristol NHS Trust (NBT) and University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) have merged as of 1 st July 2026 to become Bristol NHS Foundation Trust. This will create an exciting future that brings together the best of both organisations. As a single, strong and sustainable organisation, we will not only be able to deliver better outcomes for our patients and fairer care for our population, but it will also provide greater opportunities for our people. Bristol NHS Foundation Trust recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust. Our job adverts may close as soon as sufficient applications have been received. Considering this, if you are interested in this role,

Generative artificial intelligence (AI) describes algorithms that can be used to produce new content, including audio, code, images, text, simulations, and videos. It is developing all the time and is now being used as a support mechanism for all kinds of content-based creations. Please note the use of AI is monitored and if applicants have used it then they are required to declare this.

Job overview

To provide day to day admin support to the Theatre Matron and the theatre/SDCU sisters to ensure the smooth running of all theatre areas.

Performing daily administrative tasks, to include the production of accurate operating lists for all theatre areas, report running, liaising with other departments/wards within the hospital, dealing with telephone calls and external companies, adding patients to electronic booking system.

There is an audit element to this position as well as a supporting role in the coordination of statutory mandatory training, annual leave and appraisals.

Main duties of the job

Provide administrative and operational support to the Theatre Matron, Band 7s and theatre team. Liaise professionally with patients, visitors, clinicians, Trust departments and external agencies, maintaining confidentiality and compliance with Trust policies.

Coordinate operating lists, ensuring accurate patient details, appropriate scheduling and adherence to operational restrictions. Liaise with senior nursing staff regarding changes, elevate clinical and operational decisions, and support emergency bookings.

Maintain hospital and theatre management systems. Act as a Theatre Management System super user, providing troubleshooting and training. Collect and present operational data, update patient costing records and reconcile theatre lists daily.

Prepare reports, correspondence, presentations and meeting minutes. Maintain departmental diaries, staff leave and sickness records, and training and appraisal spreadsheets, monitoring mandatory training compliance. Complete daily rotas with senior nursing staff, arrange Estates requisitions and participate in information audits.

Manage post, filing and stationery supplies, provide reception cover for Theatre Receiving Unit and Endoscopy when required, attend meetings and training, and undertake other appropriate duties.

The role requires excellent communication, organisation, accuracy and discretion, with the ability to manage competing priorities, frequent interruptions and sustained periods of concentration.

Working for our organisation

Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.

With an annual turnover of £2.3 billion, we are now one of the largest NHS trusts in the United Kingdom. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer.

Bristol NHS Foundation Trust values all people as individuals. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.

Person specification

Skills and Abilities

• Good organisational, planning and prioritising skills
• Able to meet tight deadlines
• Excellent interpersonal skills both written and verbal
• Have a versatile and flexible approach to working
• Ability to provide high quality admin support to all staff groups within the unit
• Able to identify problems and elevate appropriately
• Always acts with a professional manner
• Must be comfortable to work in the clinical environment

Qualifications and Training

• NVQ Level 3 in Business Administration
• ECDL
• Word processing to RSA level 3 standard or equivalent
• Typing speed at least 50 words per minute
• Working knowledge of Microsoft office, excel, e-mails, Cerner millennium
• Trained Opera Super user with experience of the Opera system

Knowledge and Experience

• NHS experience is essential
• Minimum 2 years clerical experience
• Working with the public and within an office environment
• Dealing with complex issues
• Communicating and receiving complex information
• Experience of audit and reporting
• Ability to work unsupervised and make day to day administrative decisions, with reference to Theatre manager
• Ability to deal with difficult people or situations
• Knowledge of hospital patient management systems
• In-depth working knowledge of OPERA
• Inputting of computer data
• Awareness of surgical procedures
• Understanding of access to surgery

questions

• NVQ Level 3 in Business Administration
• Word Processing to RSA level 3 standard or equivalent
• Typing speed at least 50 words per minute
• Working Knowledge of Microsoft Office, Excel, emails
• 2 years experience in a similar role
• Working knowledge of Bluespier/Careflow/Vitals
• Trained Opera super user with experience of Opera system

We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.

As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.

The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.

BFT is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

By applying for this post, you are agreeing to Bristol NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.