Theatre Rota Administrator

Sandwell and West Birmingham NHS Trust; West Bromwich; On-site; GBP 21,000 - 25,000; Full time

Job summary

Sandwell and West Birmingham NHS Trust is seeking an organised Theatre Rota Administrator to support the Surgical Services team. You will maintain theatre rotas, update systems and collaborate with departments to ensure timely communication and accurate scheduling.

Experience within the NHS and in data input is essential, with strong IT skills to handle rota policies and data integrity. This role offers a stable, full‑time position in a busy hospital environment.

Qualifications

• GCSE English and Maths at A-C are required.
• NVQ3 or equivalent with admin experience is expected.

Responsibilities

• Maintain and update theatre rotas and related systems.
• Liaise with specialties to obtain rota information and updates.
• Ensure data accuracy across systems and communicate changes promptly.

Skills

Data entry

Problem solving

NHS experience

Administrative coordination

Education

GCSE English and Maths A-C

NVQ3 or equivalent

Tools

Surginet

Overview systems

Trust reporting system

Job description

You help us with our ambition and we’ll help you achieve yours

Harnessing ambition, investment, commitment and the contribution of our people, our vision is to be the UK’s best integrated care provider. We’re already on our way to achieving this. We’ve trebled our training budget, enhanced the way we recognise our people and are constructing career pathway frameworks. Our people have names, they have voices, they have a family here. As we create greater levels of service integration, we know where we’re going and we know we won’t get there alone. That’s why we want you to join us.

Recruitment Fraud Warning

We have been made aware of fraudulent communications claiming to offer employment opportunities or sponsorship arrangements on behalf of our organisation. Please be advised that Sandwell and West Birmingham NHS Trust does not charge any fees at any stage of the recruitment process, including for:

• Job applications
• Interviews or assessments
• Recruitment administration
• Sponsorship or visa arrangements
• Employment offers or onboarding activities

Any request for payment in connection with a job opportunity with either Trust should be treated as suspicious. The only authorised channels for recruitment communications, job applications and the verification of employment opportunities are our official careers webpages, the national NHS Jobs website, and our published organisational contact details. Applicants should only apply for vacancies through the following channels:

Here at Sandwell and West Birmingham NHS Trust we’re committed to recruiting and supporting a diverse workforce and we welcome applications from all parts of the community. We are committed to having a team that is made up of diverse skills, experiences and abilities whilst employing people to our organisation who meet our Trust values of ambition, respect and compassion. With the opening of our new hospital, Midland Metropolitan University Hospital, it’s the coming together of expertise from every corner of our organisation and a show of our commitment to provide better healthcare and create more jobs and so much more. We at the Trust actively encourage Black and Minority Ethnic (BME) and disabled applicants, as well as members of the armed forces community and value the positive impact that difference has on our teams. We are committed to equality and diversity within our workforce.

Job overview

We are seeking an organised and proactive Theatre Rota Administrator to support the Surgical Services team. The post holder will play a key role in maintaining accurate and efficient theatre rotas, ensuring all sessions are planned and updated in line with policies such as 6-4-2. Working closely with the Theatre Rota Manager, you will liaise with specialties and departments to ensure timely communication and coordination. This is an excellent opportunity for someone with strong administrative and IT skills who thrives in a fast‑paced environment and is committed to supporting high‑quality patient care.

Main duties of the job

The post holder will assist in maintaining and updating theatre rotas and systems including Overview and Surginet, ensuring all changes are recorded accurately and in a timely manner. Responsibilities include building and applying theatre sessions in line with policy, liaising with specialties to obtain rota information, and escalating issues when required. You will ensure data accuracy across systems, notify relevant teams of updates, and support the smooth day‑to‑day running of theatre scheduling through effective communication and teamwork

Working for our organisation

Sandwell and West Birmingham NHS Trust (SWB) serves Birmingham and the Black Country – one of the country’s most culturally diverse areas. It’s a friendly and welcoming place – a place where you can belong, and a place where you can grow.

We care for our patients, we care about our population, and we care about our people.

Our values – Ambition, Respect and Compassion – are at the heart of who we are. They guide us every step of the way; how we work with each other, and how we look after our patients and their families; how we respect and value the rich diversity of our team and our community.

Detailed job description and main responsibilities

Please see attached Job Description and Person Specification for full details of what this role entails.

Person specification

Qualifications

• GCSE English and Maths Grade A-C
• NVQ3 or equivalent

Experience

• Previous experience within NHS including data inputting
• Problem solving
• Understanding of Theatre Rota
• Knowledge of Trust system’s and other relevant databases
• Knowledge of Trust reporting system

The four partner Trusts of the Black Country Provider Collaborative (Dudley Group NHS FT, Royal Wolverhampton NHS Trust, Sandwell & West Birmingham NHS Trust, and Walsall Healthcare NHS Trust) are actively working in partnership to deliver a collective vision focused on delivering better, faster and safer care to the population of the Black Country and beyond.

To support this vision, we are (where appropriate and safe to do so) actively looking at new models of care which:

• Better protect elective / planned care service delivery across the system by organising on a 'hot and cold' arrangement
• Consider the optimal use of resources through consolidation and specialisation, and
• Seek to reduce unwarranted variance, level up / standardise care through a 'Networked Service Solution' approach across the four sites

Against this context, although this post is hosted by Sandwell & West Birmingham NHS Trust, there may be an expectation to work flexibly across the four partner Trusts to better meet patient and service needs.

As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on‑boarding process.

Healthcare services have a significant impact on the environment. We are committed to embedding sustainable practices. We expect all colleagues to support the delivery of our Green Strategic Plan and to drive positive changes in their department by joining our Green Impact (opens in a new tab) programme.

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.

Application numbers

Please note-If this vacancy receives a high number of applications, it will close before the stated closing date. Please ensure that you have completed and submitted your application at your earliest convenience to avoid disappointment.