Theatre Instrument Coordinator

Integrated Care System; Kidderminster; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare provider in Kidderminster is seeking a dedicated Theatre Instrument Coordinator to manage surgical instruments, ensuring their availability and compliance with safety protocols. The ideal candidate will have strong organizational skills and a background in healthcare, focusing on excellent patient care. Responsibilities include coordinating instrument logistics and liaising with various teams in a fast-paced environment.

Qualifications

• Awareness of decontamination processes for surgical instruments.
• Experience working in a healthcare environment, preferably within theatres or sterile services.
• Ability to maintain accurate records and documentation.

Responsibilities

• Act as the designated point of contact for all instrument-related queries in theatres.
• Manage the tracking, ordering, and maintenance of surgical instruments.
• Oversee and coordinate all loan requests for surgical instruments.

Skills

Organizational skills

Attention to detail

Problem-solving skills

Education

NVQ Level 2 in Health or equivalent experience

NVQ Level 3 in Health or related field

Job description

Go back Worcestershire Acute Hospitals NHS Trust

Theatre Instrument Coordinator

The closing date is 20 August 2025

Are you looking for a challenging and rewarding role?

Worcestershire Acute Hospitals NHS Trust is looking for a highly motivated and dedicated individual to join our dynamic Operating Theatre Team as an Instrument Coordinator. We have an opportunity at Kidderminster Treatment Centre ; however, you may be asked to work across the trust at other sites if required.

As an Instrument Coordinator, you will play a crucial role in managing surgical instruments and equipment within the theatre environment. Your responsibilities will include maintaining stock levels, overseeing and coordinating all loan requests for surgical instruments and implants, liaising with suppliers, and ensuring cross-site transportation of instruments and implants. You will also support audits and reviews related to surgical instrument management while ensuring compliance with infection control protocols to support safe and effective patient care.

You will work closely with theatre teams, including scrub practitioners, operating department practitioners (ODP), surgeons, and anaesthetists, ensuring that all required instruments and equipment are available and in good condition. This role requires excellent organisational skills, attention to detail, and the ability to work under pressure in a fast-paced theatre environment. We are looking for someone with energy, enthusiasm, and commitment, with a flexible attitude to work and a strong focus on patient care.

Main duties of the job

Act as the designated point of contact for all instrument-related queries in theatres countywide. Manage the tracking, ordering, and maintenance of surgical instruments and prosthesis.

Coordinate the cross-site transportation of instruments and implants as required.

Liaise with company representatives regarding stock back orders and communicate updates to relevant staff. Work closely with sterile services to ensure instrument sets are complete, functional, and available as required. Maintain accurate records of instrument sets, repairs, and replacements. Collaborate with theatre staff to understand specific instrument requirements for different procedures. Ensure timely replacement or repair of damaged or faulty instruments to avoid disruption to theatre schedules.

Assist in maintaining and enhancing the existing inventory system for tracking instruments to ensure accuracy and efficiency. Ensure instruments are correctly stored, maintained, and compliant with infection control protocols. Support theatre staff by identifying missing or damaged instruments pre- and post-surgery.

Oversee and coordinate all loan requests for surgical instruments and implants, ensuring timely ordering, delivery, and return.

About us

Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Our objectives are simple:

• Best services for local people
• Best experience of care and best outcomes for our patients
• Best use of resources
• Best people

Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

Job responsibilities

Job Purpose:The Instrument Coordinator will ensure the efficient management, maintenance, and availability of surgical instruments across the theatre department. The role focuses on supporting theatre teams to deliver safe, effective patient care by ensuring instruments are available, complete, and in good working order. This includes liaising with sterile services, procurement, and clinical staff to minimise delays and improve theatre efficiency.

This role involves manual handling tasks like lifting heavy instrument trays, with some risk of exposure to biohazardous materials. The post may require standing for long periods and repetitive movements. Occasionally, there may be pressure to meet urgent demands, and some computer work is required for records and inventory management.

Key Duties:

Act as the designated point of contact for all instrument-related queries in theatres countywide.

Manage the tracking, ordering, and maintenance of surgical instruments and prosthesis.

Coordinate the cross-site transportation of instruments and implants as required.

Liaise with company representatives regarding stock back orders and communicate updates to relevant staff.

Work closely with sterile services to ensure instrument sets are complete, functional, and available as required.

Maintain accurate records of instrument sets, repairs, and replacements.

Collaborate with theatre staff to understand specific instrument requirements for different procedures.

Ensure timely replacement or repair of damaged or faulty instruments to avoid disruption to theatre schedules.

Assist in maintaining and enhancing the existing inventory system for tracking instruments to ensure accuracy and efficiency.

Ensure instruments are correctly stored, maintained, and compliant with infection control protocols.

Support theatre staff by identifying missing or damaged instruments pre- and post-surgery.

Oversee and coordinate all loan requests for surgical instruments and implants, ensuring timely ordering, delivery, and return.

Training and Development:

Assist with basic guidance and support to staff in correct handling, care, and usage of surgical instruments.

Attend training as required to maintain knowledge of instrument handling, storage and decontamination.

Communication and Collaboration:

Liaise with sterile services to manage stock levels and ensure continuity of service.

Escalate concerns to senior staff regarding shortages, damage, or instrument delays.

Communication and Collaboration:

Liaise with sterile services to manage stock levels and ensure continuity of service.

Escalate concerns to senior staff regarding shortages, damage, or instrument delays.

Quality and Safety:

Ensure compliance with infection prevention and control procedures.

Contribute to audits of instrument quality and availability.

Report any identified issues to senior staff for further investigation.

Professional Skills:

Strong communication skills to liaise effectively with colleagues, suppliers, and external teams.

Ability to follow protocols and procedures with precision to ensure patient safety.

Time management skills to prioritise multiple tasks efficiently.

Teamwork and collaboration skills to support a smooth workflow in a busy theatre environment.

Problem-solving skills to identify and report issues promptly, ensuring minimal disruption to services.

General Duties:

Maintain a clean and organised workspace in line with infection control protocols.

Support stock management by unpacking, checking, and storing instrument trays, prosthesis and related equipment.

Adhere to Trust policies, procedures, and standards at all times.

Participate in team meetings, contributing to service improvements where possible.

Undertake any other duties appropriate to the role as directed by senior staff.

Person Specification

Knowledge and skills, Personal Qualities, Other Job Requirements

• Basic knowledge of surgical instruments and theatre equipment. Awareness of safe handling, storage, and disposal of clinical equipment. Good organisational skills with attention to detail. Basic IT skills including data entry. Ability to maintain accurate records and documentation Ability to prioritise tasks and manage time effectively. Problem-solving skills. Flexible and adaptable to meet service needs. Commitment to maintaining patient safety and high standards of care. Willingness to work flexible hours to meet service needs. Adhere to infection prevention and control protocols. Maintain mandatory training relevant to the role.
• Awareness of decontamination processes for surgical instruments. Knowledge of stock rotation Understanding of inventory management systems. Budget awareness Willingness to undertake further professional development in theatre services.

Qualifications

• NVQ Level 2 in Health or equivalent experience in a healthcare environment. Evidence of relevant training or willingness to undertake further development.
• NVQ Level 3 in Health or related field. Training in infection control procedures or decontamination processes.

Experience

• Experience working in a healthcare environment, preferably within theatres or sterile services. Experience in managing stock, equipment, or inventory
• Previous experience working directly with surgical instruments and theatre teams. Experience in audits or stock control.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Worcestershire Acute Hospitals NHS Trust

£24,937 to £26,598 a yearAgenda For Change Band 3