Anaesthetic Administration Coordinator

Anaesthetic Administration Coordinator

The closing date is 22 June 2026. The Anaesthetics Support and Administrative team is a non-patient facing essential pillar of the Nuffield Department of Anaesthetics (NDA). Core activities include rota management for at least 250 theatre lists per week, requests for extra theatre lists, over-runs, on-call rota management, processing and validation of extra sessions, liaising with Surgical Services and Theatre Managers to aid in planning and scheduling theatre lists, and the management of Outpatients Obstetrics Anaesthetic Clinics for elective C‑sections and high‑risk maternity patients.

The role is complex, fast-paced, and requires rigorous attention to detail, forward planning and confident communication with internal and external stakeholders. The role is predominantly based at the Anaesthetics Department within the John Radcliffe Hospital site of Oxford University Hospitals NHS Foundation Trust, with occasional travel to and working from Horton General Hospital, Banbury site.

• Provide comprehensive, proactive, effective and efficient administrative support to all members of the department and stakeholders, ensuring effective systems and procedures.
• Perform general administration duties: update clinical absences, maintain records, forward relevant communication to stakeholders, support clinicians with administrative queries, arrange ad-hoc meetings and associated arrangements, and take and disseminate minutes when required.
• Record, monitor and regularly review unplanned absences to ensure compliance with Trust policies and procedures.
• Liaise with HR and departmental leads regarding absence monitoring and management.
• Produce rota‑related correspondence and reports that comply with Trust templates and standards, and disseminate them to relevant stakeholders.
• Act as the main contact and channel of communication between users of the service, maintaining a professional but sympathetic manner.
• Handle sensitive and confidential information from the clinical team with initiative and appropriate direction.
• Maintain an overview of all workflows in the Anaesthetics Support and Administration team.

• Good standard of education with a minimum of 5 ‘C’ grade GCSEs (including English Language and Maths).
• NVQ Level 3 or equivalent NHS administrative experience.
• Competent user of MS Office 365 packages.
• MS Office 365 Suite Qualification.

• Proven experience within an administrative role.
• Basic understanding of medical terminology.
• Experience working with the general public.
• Positive approach to working in complex environments.
• Experience setting and maintaining work standards.
• Experience managing complex staff rotas.
• Experience managing IT systems and processes.
• Previous NHS experience.
• Experience using EPR.
• Experience using rota systems (e.g., CLW, Medi Rota, Health Roster).
• Understanding of patient surgical pathways.
• Reporting and data analysis.
• Experience using Good Shape portal.

• Strong computer skills.
• Experience dealing with tight deadlines and targets.
• Highly organised and able to coordinate and prioritise own workload independently.
• Ability to complete complex tasks simultaneously.
• Professional attitude to work.
• Ability to work effectively as part of a team.
• Ability to compile, review, and analyse data to inform decisions.
• Ability to coordinate and manage complex rota systems (e.g., CLW Rota, Medirota).
• Familiarity with NHS performance targets.
• Familiarity with patient pathways.
• Familiarity with unplanned absence monitoring and reporting.

• Ability to communicate with stakeholders at different levels.
• Ability to identify possible issues and seek solutions.
• Ability to understand and process information to aid in schedule forward planning and organising.
• Excellent telephone manner.
• Ability to deal with sensitive information.
• Ability to cope effectively under pressure.
• Experience dealing with stressed/upset individuals in an empathetic manner.
• Ability to overcome communication barriers.
• Ability to adapt to rapidly changing demands and expectations.
• Ability to use own initiative and act quickly and decisively.
• Ability to use negotiation and influencing skills to reach favourable outcomes.
• Evidence of interacting with a wide range of people.
• Evidence of mitigating short notice staffing issues.
• Evidence of cross‑collaboration with stakeholders at different levels.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check for previous criminal convictions.

Oxford University Hospitals NHS Foundation Trust

£28,392 to £31,157 a year pro rata