Anaesthetic Administration Coordinator | University Hospitals NHS Foundation Trust

Overview

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, handling extra theatre lists, over‑runs, on‑call rota management, validation of extra sessions, liaising with Surgical Services and Theatres Managers to plan and schedule theatre lists, and management of Outpatients Obstetrics Anaesthetic Clinics for elective c‑sections and high‑risk maternity patients.

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

• Provide comprehensive, proactive, effective and efficient administrative function to all members of the Department and stakeholders, ensuring effective administrative systems and procedures are in place.
• Handle general administration duties including updating clinical absences, record keeping, forwarding relevant communication to internal stakeholders, supporting clinicians with administrative queries, arranging ad‑hoc meetings, ensuring all associated arrangements are in place, and taking and disseminating 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 where appropriate.
• Produce rota‑related correspondence and reports, ensuring they comply with Trust templates/standards and are disseminated to relevant stakeholders.
• Act as the main contact and channel of communication between users of the service, maintaining a professional but sympathetic manner.
• Deal appropriately with sensitive and confidential information from the clinical team, using initiative to direct appropriately.

We are a Disability Confident employer and will offer an interview to any applicant who declares they have a disability and meets the minimum criteria for the job. In certain recruitment situations such as high‑volume, seasonal or high‑peak times, the employer may limit the overall number of interviews offered to disabled and non‑disabled people.