Assistant Theatre Scheduler

The Assistant Theatre Scheduler supports the delivery of a high-quality and efficient surgical scheduling service within paediatric surgical specialties. The role focuses on ensuring patients are scheduled for procedures within appropriate clinical timeframes, in line with Trust priorities and national waiting time targets.

About the Role

Working under the direction of the Administration Manager for Theatre Scheduling, the post holder assists in coordinating surgical bookings, pre-operative processes, and anaesthetic services. The role involves using the HIVE system to manage patient data, support elective procedure listings, and maintain accurate, timely records.

The position also serves as a key point of contact for patients, families, and multidisciplinary teams, handling enquiries, supporting appointment coordination, and ensuring clear communication across services. The post holder contributes to maintaining efficient theatre utilisation, supporting scheduling meetings, and assisting with last-minute changes to operating lists.

In addition, the role includes administrative and departmental support duties such as booking appointments, conducting pre-operative health checks, ensuring compliance with Trust policies (including confidentiality and waiting time standards), and providing cover across the wider team when required.

Key Responsibilities

• Support the delivery of efficient and timely paediatric theatre scheduling in line with clinical need and Trust priorities
• Use the HIVE system to input, update, and manage patient information
• Assist in listing patients for elective surgical procedures
• Ensure patient data is accurately recorded and available ahead of surgery dates
• Monitor and work in line with Trust policies and national waiting time targets (RTT, elective, diagnostic), escalating issues when needed
• Handle patient and staff telephone enquiries, including complex queries, escalating where appropriate
• Support coordination of pre-operative, anaesthetic, and theatre scheduling services
• Book pre- and post-operative appointments and complete health questionnaire checks
• Identify and report patients unfit for surgery, ensuring appropriate removal from waiting lists
• Communicate any changes to theatre lists promptly and according to protocol
• Assist with surgery confirmation calls to maximise theatre utilisation
• Maintain accurate and up-to-date scheduling records and speciality diaries
• Work collaboratively within a multidisciplinary team to support patient flow and admissions
• Ensure confidentiality and secure handling of patient records at all times
• Attend scheduling meetings and escalate any issues to senior staff
• Provide administrative cover, including reception duties, and support the wider team as needed