Theatres and Anaesthetics Data / Administration Clerk

NHS; Warwick; On-site; GBP 24,000 - 30,000; Full time

Job summary

The South Warwickshire University NHS Foundation Trust is seeking a motivated Data / Administration Clerk to join their Theatre administration team. This 6-month fixed term role involves supporting theatre scheduling, ensuring data integrity, and maintaining accurate patient records. Successful candidates will have a suitable educational background, solid interpersonal skills, and experience in data management within a healthcare environment.

Qualifications

• Proven experience of working in an organised and logical manner.
• Experience of utilising computer information systems.
• Ability to work independently managing appropriate waiting lists.

Responsibilities

• Administer rota systems and theatre patient booking information.
• Ensure accurate records of all theatre lists on ORMIS.
• Collect and validate information from various sources for reporting purposes.

Skills

Good interpersonal skills

Good organisational skills

Attention to detail

High level of accuracy

Education

4 GCSE's grade C or above or equivalent

ECDL or NVQ3 in administration

Tools

Outlook

Excel

MS Teams

Job description

Go back South Warwickshire University NHS Foundation Trust

Theatres and Anaesthetics Data / Administration Clerk

The closing date is 13 July 2025

An exciting opportunity for a motivated individual to join the Theatre administration team on a 6 month fixed term/secondment.

This role supports the smooth running of Main Theatres, Day Surgery theatres, Stratford Theatres and Vanguard Theatres and is a key role in ensuring scheduling is accurate for the lists running.

The role will involve working with a small team and maintaining the scheduling on ORMIS (the theatre management system).

Main duties of the job

The post holder will administer rota systems, theatre patient booking information systems, extract clinical information and input into a designated applications. Duties will also involve keeping accurate records and where necessary obtaining missing information from a variety of sources in order to maintain high quality data and essential service provision records. The post holder needs to be computer literate, flexible, reliable, accurate and methodical and be able to communicate with staff at all levels. As part of the role the post holder will need to cope with sensitive patient information.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Job responsibilities

Key Result Areas:

The post will book and manage patient waiting list administration for various clinics. The role has a high volume of theatre administration on ORMIS requiring the post holder being able to add/amend theatre lists, produce reports for surgeons/medical teams and management independently.

The post holder will work as part of a team. They will play a key role in ensuring data quality and accurate contemporaneous records are maintained at all times. The role is in a fast paced environment with the ability for front facing problem solving skills required.

The post holder will be responsible for collecting clinical information for reporting purposes, producing work to a high standard with attention to detail and accuracy.

Duties will involve communicating with clinical teams to ensure that data and administration requirements are supported in-line with agreed priorities and carried out to a high standard.

Professional

Follow department / Trust policies and procedures and guidelines.

Maintain a professional appearance and adhere to policy in relation to dress code and bare below elbows.

Uphold the Trusts values and behaviours (available on the Trust web site) and behave in a manner fitting with the post holders responsible position.

Maintain professional and courteous working relationships with staff and respect the equality and diversity of each and every person he/she come into contact with in the course of his/her business

Key Responsibilities

Undertake quality assurance of own work and to ensure that tasks are completed to agreed timescales.

Undertake the collection of information from clinical areas as directed by the assistant service manager/service manager.

Use good communication skills to support collection of data from various sources within the Trust.

Responsible for collecting and collating theatre session information on a daily basis and maintain accurate records of all theatre lists at the Trust on ORMIS.

Responsible for utilising computer information systems or liaising with others. Able to support the implementation of new systems and roll out training to the team if required.

To collect and validate information from a variety of sources (computer information systems etc. for example ORMIS, Lorenzo and Badger) and submit required data to the dedicated source with speed and accuracy.

To keep an accurate records of theatre lists and patient bookings for both in patient and out patients with any patient data outstanding to be recorded; liaising with others to obtain the outstanding information and resolve or escalate.

To provide administration support Theatres and Anaesthetics associated with clinics, workforce and rota services.

Complying with data protection policy

Liaising with other hospitals by telephone, mail or email to obtain the necessary information.

To monitor and improve data quality, reporting significant issues or data gaps to the appropriate line manager

To escalate complex problems that may affect the quality of the data and subsequent reports to line manager

Ensure required key performance data is available to the assistant service manager/service manager in report form, in a timely manner and using agreed templates where appropriate

Be responsible for identifying own role-related objectives and training needs as part of the staff appraisal programme

Resources and Finance

The post holder will ensure the proper use of the Trusts resources such as stationery, telephone usage, photocopying and other consumables in the course of business, ensuring minimal waste and minimal cost.

Organisational Responsibilities

Maintain the confidentiality of the Trust in respect of patient and staff information obtained at all times, and use such information only as authorised for specific purposes. Report any concerns about the use of such information to the senior manager.

Personal Responsibilities

The post-holder is responsible for taking reasonable care with regard to himself/herself as well as for any colleagues, patients or visitors who might be affected by any act or failure to act by the post-holder in accordance with the Trusts policies on Health and Safety at Work.

Report any accident, untoward incident or loss relating to staff, patients or visitors according to Trust policies.

Comply with Trust Policies and Procedures.

Health and Safety

Work in accordance with Health and Safety regulations at all time.

Report any incidents of breaches of Health and Safety and report any dangerous acts or omissions that are seen in the course of duty that compromise the Health and Safety of staff or patients using the Trust Health and Safety policy.

Comply with audit recommendations and risk assessment recommendations to make the workplace and work practice safer.

Assist when required to do so, in any risk assessment activity undertaken.

Person Specification

Qualifications

• Sound educational background (4 GCSE's grade C or above or equivalent)
• ECDL or NVQ3 in administration or equivalent experience

Experience

• Proven experience of utilising computer information systems
• Proven experience of working in an organised and logical manner
• Evidence of self-development or training in administration and / or office practices
• Experience in collection of data and data entry
• Ability to work independently managing appropriate waiting lists
• Experience within the NHS
• Experience of collecting data

Skills

• Good interpersonal skills
• Good organisational skills
• Attention to detail and high level of accuracy
• Competent in the use of Outlook, Excel, MS Teams
• Ability to identify data gaps and problems and develop solutions
• Understanding and knowledge of Caldicott / Data Protection Act
• Awareness of Health and Safety issues
• Awareness of Moving and Handling issues

Personal Qualities

• Diplomatic in sensitive situations involving staff
• Punctual
• Professional in appearance and conduct
• Adaptable to a changing environment

Other Job Requirements

• Flexible approach to meet the needs of the service

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.

South Warwickshire University NHS Foundation Trust