Mid Cheshire Hospitals NHS Foundation Trust
We are looking for enthusiastic Matrons Assistant to join our busy theatre department at MID Cheshire NHS Trust. You will be required to work as part of a multi-disciplinary team, supporting the theatre senior management team. You will be required to work alongside nursing staff, consultants and doctors.
Main duties of the job
The role of the Matron Coordinator for theatres is to provide a fully comprehensive personal assistant service to the Theatre Service Manager & Theatre Leads to enable them to carry out their duties in an effective and efficient manner. The post holder will provide expertise to the division in all aspects of non-clinical management to further support the Theatre team to run a safe and quality service.
Job responsibilities
Main Duties and Responsibilities
1. To proactively manage the nursing / AHP and HCA vacancies, reporting a regular and accurate vacancy position.
2. Establishing robust short-term plans to maintain service delivery in line with safe staffing levels and acuity scoring with regular attendance to the daily staffing meeting.
3. To effectively communicate any short notice, shift changes to staff within the division to maintain safe staffing levels across the floor.
4. To provide a robust administrative function for the theatre management team, managing their electronic diaries, emails, day-to-day telephone queries and incoming post, drafting letters, organising meetings and events, and responding to queries wherever possible.
5. Represent the division at meetings, both as a participant and/or to produce formal Trust level minutes, transcribing within set deadlines whilst disseminating information as necessary.
6. Support the theatre management team in providing direct line management to the Housekeeping and Band 3 CSW Team ensuring that core training provisions are made, completion of staff annual appraisals, managing sickness and discipline issues whilst ensuring service continuity is maintained despite operational pressures.
7. Support the Division to analyse and act on information to proactively manage and maintain relevant NHS targets.
8. Use initiative in all areas of work in the absence of or on behalf of the theatre management team and ensure that they are kept informed.
9. Ensure that important issues that have a significant impact on the role of the theatre management team are brought to their attention.
10. Respond to patients and visitors requirements ensuring that any urgent or important business is brought to the attention of the theatre management team.
11. Advance use of IT packages to create reports, produce letters, memos, draft agendas, transcribe formal minutes, tables, presentations and other documents fully utilising Microsoft Office tools.
12. Provide advice and guidance on preparation of the clinical environment for safe practice, ensuring that the appropriate level of cleanliness is maintained.
13. Co-ordinate arrangements for a variety of meetings and events, internally and externally, ensuring that all special needs are met.
14. Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information.
15. To work autonomously, proactively and creatively to find solutions to short term staffing challenges and to play an active part in long term recruitment and retention strategies.
16. To undertake regular audits across a number of areas, analysing the findings and making recommendations for improvement.
17. To administer high level formal Trust meetings ensuring that agenda plans, minutes, action logs and papers are distributed within set deadlines.
18. To act as a point of contact to our internal and external clients, building good working relationships with service users, members of staff within the Trust and external stakeholders.
Governance
1. Develop and maintain systems and processes to establish and maintain effective communication, and confidentiality of information.
2. Ensure compliance with Trust policies, procedures and guidelines for self and others.
Human Resources
1. Conducting annual appraisals, return to work interviews, sickness absence review meetings and performance and conduct discussions with staff as and when required.
2. To maintain records of annual leave, sick and study leave records.
Person Specification
Communication Skills
* Experience
IT Skills
* Skills
People Management Skills
* Skills
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.
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