Applications are invited for the post of WMS Theatres Admin Team Leader at University College London Hospitals based at Westmoreland Street Hospital. The ideal candidate will be analytical, resourceful, motivated and enthusiastic, with a passion for high quality patient care, as well as the ability to work under pressure as part of a multi-disciplinary team.

This role is key to helping monitor and improve the efficiency of the department and offers an excellent opportunity for a highly organised and conscientious person to be part of a busy team providing administrative support to both managers and clinical staff in Theatres.

The successful candidate must have experience working as an administrator in an NHS or private organisation, as well as excellent communication skills, and be able to take instruction from several sources. The candidate must be able to prioritise their own workload and work on their own initiative

You will work closely with the Theatre Service Manager, theatre pathway coordinators and other administrative and clinical staff to ensure that the theatre timetable is managed efficiently.

Main duties of the job

As the WMS Theatres Admin Team Leader, you will be responsible for checking accuracy of data on Epic, the production of cancellation, and other reports, and presentation of data to the clinical teams to help support evidence-based decision making.

You will be able to evaluate and pre-process raw information highlighting discrepancies, patterns, and presenting information in an accessible way.

You will be able to suggest ways to increase quality and service improvements and evaluate these in collaboration with management and internal teams

You will be able to create and validate record keeping processesThe main tasks this post-holder will carry out are:o Check accuracy of Epic data from previous days operatingo Review extra session activity for finance reporting purposeso Lead on the cancellation on the day meetings to identify learning and areas for improvemento Analysing and collating data on the key theatre productivity metrics such as closed and unused sessions, OTD cancellations and underutilised listso Review the above metrics for data quality issueso Creating theatre productivity meeting slides for meetings with sub-specialty teams to enable improvements to be madeo Lead on projects relating to theatre productivityo Attend and provide administrative support to theatre related meetings such as huddle and 6-4-2o Represent the theatres team at Governance and Epic related meetings

About us

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

• University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)

• National Hospital for Neurology and Neurosurgery

• Royal National ENT and Eastman Dental Hospitals

• University College Hospital Grafton Way Building

• Royal London Hospital for Integrated Medicine

• University College Hospital Macmillan Cancer Centre

• The Hospital for Tropical Diseases

• University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Job description

Job responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

UCLH at Westmoreland Street Hospital provides Thoracic surgery and Urology services for the Trust. In 2024, Westmoreland Street Hospital was listed among the top 100 best specialized hospitals in the world by Newsweek.

Come and be a part of the best NHS trust in England to work for, according to our staff*

Based in the busy West End of London, we have a lively and vibrant working atmosphere, with quick and easy transport links to all our sites. Our size and resources enable us to offer a range of attractive benefits as well as unparalleled education and development opportunities for staff at all levels. This includes an extensive portfolio of academic and clinical courses and programmes ranging from ongoing personal development through to clinical excellence and leadership skills. UCLH prides itself on its investment in staff both in terms of developing career skills but also its commitment to staff health and wellbeing.

UCLH top trust to work at in England for the second year running! : University College London Hospitals NHS Foundation Trust

*In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England for the second year in a row.

UCLH top trust to work at in England for the second year running! University College London Hospitals NHS Foundation Trust.

Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

Person Specification

Knowledge and Qualifications

Essential

• Expert knowledge of the full range of administrative procedures, acquired through degree or equivalent training and previous experience of working in an administrative environment
• Knowledge and experience of information systems used for the storage and retrieval of sensitive personal information
• Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act

Experience

Essential

• Experience of working in a non- routine environment, with demonstrable evidence of problem solving and resolving issues as they arise.
• Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery
• Experience of supervising a team of staff, OR Experience of project management and change methodology

Desirable

• Previous NHS experience, or experience of working in a healthcare setting

Skills and Abilities

Essential

• Able to analyse and interrogate data and performance information, using experience and judgement to make recommendations on actions
• Ability to make decisions in a constantly changing environment (e.g. clinic setting) using judgement to deal with queries or escalate where necessary.
• Advanced keyboard skills, and competent use of IT.
• Able to deal with sensitive information with tact, diplomacy and understanding

Communication

Essential

• Able to communicate complex or sensitive personal information clearly and sensitively with a wide range of patients, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives)

Personal and People Development

Essential

• Able to work independently, managing own workload and allocating work appropriately to others.
• Able to induct new staff into the department, providing training to new colleagues.
• Able to supervise a team of colleagues, providing day to day management and support, including delegating tasks and work allocation.

Responsibilities towards promoting Equality Diversity and Inclusion

Essential

• Demonstratable understanding of the Equality, Diversity, and Inclusion and/or Knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties

Specific Requirements

Essential

• Flexible approach to shift patterns and location, including flexibility regarding working hours (e.g. early mornings, evenings and weekends)

Employer details

Employer name

University College London Hospitals NHS Foundation Trust

Address

University College Hospital at Westmoreland Street

16-18 Westmoreland Street

London

W1G 8PH

Any attachments will be accessible after you click to apply.

309-UCLH-5603