Renal Co-ordinator

Job overview

An exciting full-time opportunity for a Theatre Administrator and Equipment Coordinator (Band 4) has arisen to join our team in the Elective Orthopaedic Theatres at Orpington Hospital.

The role will be based in the Theatre Clinical Coordinator Office and reception area acting as the key administrative point of contact, as well a performing a vital role as surgical loan kit coordinator to support the theatre management and clinical teams in delivering a safe, efficient and well-coordinated elective service.

Main duties of the job

The post holder will provide comprehensive administrative and clerical support to ensure the efficient and effective running of four orthopaedic operating theatres.

The post holder must have previous experience working in an operating theatre environment. A key part of this role is to support the theatre management in coordinating and managing surgical loan kits required for elective orthopaedic procedures. Acting as surgical loan kit coordinator, the post holder will need to be proficient in the use of hospital systems such as EPIC, KFM Loan Kit Portal (Procurement), SynergyTrak (Sterile Services), and Microsoft package in managing requests, bookings, processing from pre- to post-procedure, and documentation including receipting and financial procedures.

The role also involves day to day manual handling of equipment and supplies, including movement of roll cages, trolleys, flight cases, boxes, and instruments sets, as well as packing and unpacking deliveries. Appropriate handling tools such as lifting trolley and dolly are available to support these tasks.

Reporting to the Theatre Clinical Coordinator, the post holder will play an integral role in supporting the elective service with the optimal use of theatre capacity and resources to maximise theatre utilisation – in line with the GIRFT (Getting It Right First Time) programme.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

• Provide an efficient reception service for the operating theatre department, acting as the first point of contact for staff, visitors, couriers and external representatives.
• Answer calls via door access control system, welcoming personnel and visitors, and ensuring they are appropriately identified and directed in line with departmental and Trust procedures.
• Maintain and issue temporary/visitor ID badges, keeping an accurate register of visitors.
• Ensure authorised clinicians and staff members from other departments have access approved by theatre manager with ID badge access rights granted by Security Department via email (CEF Admin).
• Ensure all visiting industry representatives are checked in on arrival and are authorised and fully compliant with the Trust requirements via IntelliCentrics SEC 3 URE system before accessing the operating theatre department.
• Act as a first point of contact, ensuring telephone enquiries are dealt with in a polite and professional manner, providing immediate response in line with information governance and referring to the correct personnel as necessary.
• Organise office tasks such as printing, scanning and photocopying, ensuring relevant forms and documents including daily operating theatre lists are available for the theatre management and clinical teams.
• Receive and liaise with couriers regarding delivery and collection of surgical equipment and loan kits, ensuring activities are documented on relevant logbooks, e.g. borrowing and lending of equipment and supplies between departments and other hospitals, receiving and returning loan kits.
• Support the Theatre Clinical Coordinator in managing theatre list changes on EPIC, responding to queries from the scheduling and admission teams, and escalating issues as necessary.
• Update weekly folder for theatre lists capturing the next 6 weeks, supporting the Theatre Clinical Coordinator during weekly scheduling meeting, including minute-taking and updating changes on EPIC and other relevant documentation.
• Undertake ordering of specialised consumables including ‘non-stock’ items as instructed by clinical staff and approved by Theatre Matron using Oracle or KFM Supply Chain process, ensuring accuracy of the orders and liaison with the KFM Supply Chain and Procurement to ensure timely and correct delivery of goods.
• Check that all specialised consumables or ‘non-stock’ orders received match the delivery notes notifying the theatre teams, reporting any discrepancies, and arranging any return with KFM.
• Ensure adequate stock of stationery and forms or documents used within the department including photocopying, as well as essential office supplies, placing orders via Oracle or KFM when required.
• Take and transcribe formal minutes for departmental meetings when required, assisting with developing action plans as directed by the Theatre Clinical Coordinator.
• Ensure the reception area, loan storage areas and Theatre Coordinator’s Office are maintained in a presentable manner maintaining confidentiality at all times.
• Inform the Estates Department via telephone or log maintenance requests through the CEF web portal when urgent repairs are required.
• Inform the EBME Department when a new or loan equipment needs to be checked, i.e., portable appliance testing prior to use, and when equipment is faulty.
• Inform the ICT Department of any request, issue or fault via Service Desk or by raising a ticket on the ICT Portal.
• Maintain and update whiteboards and other communication tools to reflect theatre activity, staffing and equipment information accurately.
• Maintain an up-to-date electronic and manual filing systems in the offices within the theatre department.
• Ensure the reception area, loan storage areas and Theatre Coordinator’s Office are maintained in a presentable manner maintaining confidentiality at all times.
• The post holder may be required to carry out other duties commensurate to the grade.

Surgical Loan Kit Coordination:

• Act as the designated contact for surgical loan kit requirements for elective orthopaedic procedures.
• Provide comprehensive support to the Theatre Clinical Coordinator and Scrub Team Leaders in correctly identifying specific kit needs on a case-by-case basis during theatre list scheduling and planning stage, to minimise risk of delay and patient cancellation.
• Coordinate loan kit requests, ensuring that all instruments, equipment, consumable and implants are ordered, tracked, and received in advance of scheduled operations.
• Liaise with Procurement, suppliers and Sterile Services to confirm purchase requisitions, orders, delivery schedules, processing, and return of loan kits, ensuring compliance with Trust policy, and supplier and service agreements.
• Use systems such as KFM Loan Kit Portal and SynergyTrak to monitor and record status, activities and traceability of loan kits.
• Ensure that loan kits are inspected on arrival complete with essential documents, ensuring instrument sets, consumables and implants are correctly logged, labelled and stored within agreed timescale in line with Trust procedures, infection control and decontamination standards.
• Support the theatre management and clinical teams to ensure loan kit is readily available on-site within agreed timescale, addressing and rectifying issues, faults and discrepancies with suppliers, Procurement and Sterile Services Department minimising risks of delay and patient cancellation.
• Contact and arrange attendance of industry representatives to support the elective procedures when required.
• Coordinate the return of kits post-procedure, ensuring completeness including, accurate documentation and timely dispatch.
• Carry out validation of loan kit post-procedure within agreed timeframe, liaising with theatre management and clinical teams, supplier and Procurement to settle discrepancies and issues regarding purchase orders and invoices.
• Maintain and update loan kit registers, spreadsheets, whiteboard and relevant documentation accurately, including delivery notes, usage logs, return confirmation forms, validation and financial reports.
• Attend regular meetings with Procurement and senior management team to keep informed with recent updates or changes with loan kit processes, providing reports as requested for audit and monitoring purposes

For further information on this post, please see the attached detailed Job Description and Person Specification.

Person specification

Person Specificatiion

Essential criteria

• GCSEs (A-C / 9-4) in English and Maths, or equivalent level of education.
• Experience of working in an operating theatre department, understanding of the perioperative workflow and structure.
• Experience in a loan kit coordinator role – liaising with procurement, suppliers and sterile services, with understanding of loan kit process, surgical instruments and decontamination.
• Experience in an administrative, clerical or secretarial role.
• Knowledge and experience with using hospital information technology (IT) systems such as EPIC and SynergyTrak.

Desirable criteria

• NVQ Level 3 or equivalent qualification in Administration, Business, or Healthcare Support Services.
• Knowledge and experience with using ordering systems such as Oracle and KFM Loan Kit Portal.

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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