Job summary The Theatre Administrator will have responsibility for administrative duties within the Unit. The post holder will be responsible for ensuring an optimum level of efficient clerical support to the nursing and medical staff in a timely and accurate manner. He/she will have contact with patients, carers and all members of the multi professional team, as such he/she will provide front of house services for Probus Surgical Centre. It is desirable that the role is also a Beauty Therapist level 3 trained to provide beauty treatments for Cornwall Medical Group. Main duties of the job Communicate with patients, relatives, carers and staff using a professional and sensitive manner to respond to a diverse range of enquiries Maintain effective communication with the Theatre and Administrative Teams utilising telephone and email as appropriate Answer the telephone in a polite and courteous manner, dealing with enquiries to a satisfactory conclusion or referring to a trained member of staff where appropriate Collect and deliver items within the Surgical Centre as requested by clinical staff Develop and maintain accurate, up to date guidelines/SOPs of general duties for use by covering staff Ensure all medical notes are maintained in good order with filing undertaken promptly Ensure all patients are on the SystmOne and PAS Systems when admitted and discharged Assist nursing staff by providing administrative support including printing, scanning and collating the theatre paperwork, printing theatre lists and patient labels Recording of fridge temperatures Provide general clerical support for the Surgical Centre Carry out photocopying duties as required This job description reflects the overall scope and responsibilities of the role. However, it is not an exhaustive list and the jobholder is expected to undertake any other reasonable duties that might be requested. All jobs change or evolve over time in order to meet corporate or local needs and this job description will therefore be subject to periodic review and change if required. About us Probus Surgical Centre has been providing NHS specialist day case surgery under local anaesthetic in a primary healthcare setting since 1995. In 2011 all providers were required to have an Any Willing Provider contractual status with the Primary Care Trust and to achieve registration with the Care Quality Commission; Probus Surgical Centre achieved both of these quality standards and proudly continued to deliver surgical services to the people of Cornwall and beyond. Probus Surgical Centre carries out over 6,000 NHS procedures each year. The centre is within the Probus GP Surgery approximately midway between Truro and St. Austell. Parking is easy in our free car park which overlooks far reaching views of beautiful Cornish countryside. We have great pride in our centre which offers a warm, friendly and relaxed environment providing a very high quality and professional surgical service. Date posted 22 January 2025 Pay scheme Other Salary Depending on experience Contract Permanent Working pattern Full-time Reference number U0065-25-0000 Job locations Tregony Road Probus Truro Cornwall TR2 4JZ Job description Job responsibilities Communicate with patients, relatives, carers and staff using a professional and sensitive manner to respond to a diverse range of enquiries Maintain effective communication with the Theatre and Administrative Teams utilising telephone and email as appropriate Answer the telephone in a polite and courteous manner, dealing with enquiries to a satisfactory conclusion or referring to a trained member of staff where appropriate Provide reception duties by welcoming patients and visitors to the unit and providing refreshments where required Collect and deliver items within the Surgical Centre as requested by clinical staff Maintain a clean and tidy working environment at all times Maintain adequate stock levels of all stationery for immediate use and identify any shortfall so orders can be in a timely fashion. Complete mandatory training annually in accordance with Surgical Centre Policy Develop and maintain accurate, up to date guidelines/SOPs of general duties for use by covering staff Participate in the collection of data for clinical audit as required by the Service Ensure all medical notes are maintained in good order with filing undertaken promptly Ensure all patients are on the SystmOne and PAS Systems when admitted and discharged Assist nursing staff by providing administrative support including printing, scanning and collating the theatre paperwork, printing theatre lists and patient labels Recording of fridge temperatures Provide general clerical support for the Surgical Centre Carry out photocopying duties as required Job description Job responsibilities Communicate with patients, relatives, carers and staff using a professional and sensitive manner to respond to a diverse range of enquiries Maintain effective communication with the Theatre and Administrative Teams utilising telephone and email as appropriate Answer the telephone in a polite and courteous manner, dealing with enquiries to a satisfactory conclusion or referring to a trained member of staff where appropriate Provide reception duties by welcoming patients and visitors to the unit and providing refreshments where required Collect and deliver items within the Surgical Centre as requested by clinical staff Maintain a clean and tidy working environment at all times Maintain adequate stock levels of all stationery for immediate use and identify any shortfall so orders can be in a timely fashion. Complete mandatory training annually in accordance with Surgical Centre Policy Develop and maintain accurate, up to date guidelines/SOPs of general duties for use by covering staff Participate in the collection of data for clinical audit as required by the Service Ensure all medical notes are maintained in good order with filing undertaken promptly Ensure all patients are on the SystmOne and PAS Systems when admitted and discharged Assist nursing staff by providing administrative support including printing, scanning and collating the theatre paperwork, printing theatre lists and patient labels Recording of fridge temperatures Provide general clerical support for the Surgical Centre Carry out photocopying duties as required Person Specification Skills / Values Essential Excellent Communication Skills Professional Outlook Able to work to deadlines Able to work on own initiative and as part of a team Exceptional organisational skills Understanding and commitment to maintain confidentiality Willingness to embrace new ways of working Excellent telephone manner Good time management skills, including being punctual Excellent written and verbal communication skills. Able to exercise judgment when dealing with enquiries from patients and professional staff from other agencies. Honest, reliable Ability to develop positive working relationship with all members of the multi professional team. Flexible, mature approach. Ability to plan and prioritise own work. The ability to deal with phone calls from service users / carers who may be distressed, angry or upset in a calm, supportive and efficient manner. Desirable Previous administration experience. Previous experience of working in health care environment. Knowledge of administrative systems. Experience Essential Working in office environment, reception or ward clerk experience Microsoft Word Skills and experience of using other Microsoft Package. Desirable Previous experience of working in an NHS setting/ community team Experience of using NHS IT systems including ERS, PAS & Maxims Qualifications Essential Good secondary education Desirable Beauty Therapist Level 3 Person Specification Skills / Values Essential Excellent Communication Skills Professional Outlook Able to work to deadlines Able to work on own initiative and as part of a team Exceptional organisational skills Understanding and commitment to maintain confidentiality Willingness to embrace new ways of working Excellent telephone manner Good time management skills, including being punctual Excellent written and verbal communication skills. Able to exercise judgment when dealing with enquiries from patients and professional staff from other agencies. Honest, reliable Ability to develop positive working relationship with all members of the multi professional team. Flexible, mature approach. Ability to plan and prioritise own work. The ability to deal with phone calls from service users / carers who may be distressed, angry or upset in a calm, supportive and efficient manner. Desirable Previous administration experience. Previous experience of working in health care environment. Knowledge of administrative systems. Experience Essential Working in office environment, reception or ward clerk experience Microsoft Word Skills and experience of using other Microsoft Package. Desirable Previous experience of working in an NHS setting/ community team Experience of using NHS IT systems including ERS, PAS & Maxims Qualifications Essential Good secondary education Desirable Beauty Therapist Level 3 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 details Employer name Probus Surgery Limited Address Tregony Road Probus Truro Cornwall TR2 4JZ Employer's website https://www.probussurgery.co.uk/ (Opens in a new tab)