Perioperative Administrator

Posting date:	05 March 2026
Salary:	£24,937.00 to £26,598.00 per year
Additional salary information:	£24937.00 - £26598.00 a year
Hours:	Full time
Closing date:	19 March 2026
Location:	Torquay, TQ2 7AA
Company:	NHS Jobs
Job type:	Permanent
Job reference:	C9388-26-0216

Summary

Contribution to service implementation To produce and update Standard Operating Procedures (SOP) for all aspects of the Perioperative Medicine Clinic To manage own work in line with Standard Operating Procedures (see above) To comment and change Standard Operating Procedure To ensure that key service delivery targets are met at all times by managing demand within the Perioperative Service Providing non-clinical advice to patients and their families PQIP study (Perioperative Quality Improvement Programme) To identify potential candidates for the Perioperative Quality Improvement Programme (PQIP). This is a national quality improvement research programme aimed at improving patient outcomes from major surgery The relevant data is entered onto the PQIP database and spreadsheet, update IHCS (HWAM) and Galaxy by the post holder The post holder is responsible for monitoring data and identifying problems The post holder is responsible for obtaining the medical records for patients when discharged on behalf of the Consultant to enable/ensure accurate record keeping Meetings Preparation for the weekly Vascular MDT Meeting which is held in Exeter. To identify local patients from the agenda, this is emailed through prior to the meeting. To check whether the patients have undergone CPX testing and print off relevant documents and forward to the Consultant in attendance Ensure that various tasks run smoothly and procedures and processes are kept up to date and effective at all times. This is done by arranging regular meetings with Consultants to discuss and resolve issues Pre-op manager Responsible for monitoring work and carrying out various tasks on Pre-op Manager at the request of the Consultant Investigations Monitor investigations, including echocardiograms and the Anaemia Pathway Create and maintain spreadsheets to record and present information Scanning/uploading patient information to attach to archived electronic records External agencies To liaise with external agencies such as other hospitals and general practices to coordinate patient medical notes or communicate complex messages regarding patients and their on-going treatment Participate in the induction of new staff by demonstrating administrative duties Responsibility for arranging access for new doctors/members of staff to the Perioperative Medicine Drive (shared file) Communication and Working Relationships The post holder will be working closely with medical and nursing staff, senior clinical and non-clinical managers, and all other employees within the Trust. The post holder will be required to liaise closely with GPs, patients and other external agencies. The day to day working relationships include face to face and telephone contact with consultants, management staff, patients, their relatives, carers and visitors; domestic staff, catering staff; admissions staff; medical records staff; and other administrative and clerical staff. Appointments Arrange outpatient appointments. This involves ringing the patient and explaining the process, requiring tact and persuasive skills. Reassuring the patients or relatives if they are anxious. Overcoming cultural or language difficulties. Book on IHCS, update PICIS/referral letter and send appointment letter with relevant information Clinic prep Ensure medical notes are requested in a timely manner for all clinics, prepare outcome sheets and ensure referral letters/any other information is attached, send to relevant place for each clinic Post clinic File documents in anaesthetic divider within the medical notes, ensure outcomes are entered onto IHCS (HOCE), update IHCS (HWAM)/email admissions/book ITU/HDU beds as required Planning and Organisation Rota Maintain weekly Perioperative Rota using the Theatre Timetable, update IHCS, diaries and copy to Surgical Admissions If clinics need to be cancelled to prioritise urgent patients To negotiate with the Practice Manager for additional clinics to meet the needs of the service Referrals Review referrals and separate into (a) CPET, (b) Generic and for (c) Consultant Review. Ensure a Consultant Anaesthetist reviews referrals in a timely manner, update IHCS (HWAM) accordingly, add patient to pending list Pending list Prioritise booking CPET patients in relation to urgency, TCI date, type of surgery and other appointments Typing Type dictations for CPET, Generic, Allergy and Obstetric clinics, as well as ad-hoc admin dictations relating to PICIS and Day Surgery, ensure letters are validated in timely manner, send letters and ensure table/graph document is completed and attached to CPET file letters, update CPET spreadsheet Notes review Prioritise notes brought over from Pre-Assessment/Day Surgery by urgency, TCI, type of surgery ready for Consultant Anaesthetist to review in clinic. If there is no clinic running take urgent notes to the Anaesthetic Department for duty anaesthetist/any free anaesthetist to review MAT Referrals Ensure MAT referrals are scanned and emails to the relevant department, update IHCS (HWAM) and PICIS PICIS Monitor/update workload on PICIS (awaiting clerical action and inpatient on anaemia pathway) including: o Update IHCS (HWAM) o Book ITU/HDU beds o Send blood results to GPs o Anaemia Pathway Management (send anaemia letters, call patient to ensure taking iron tablets, monitor repeat blood results and ensure anaesthetist reviews, update anaemia spreadsheet) o Iron infusions- liaise with Staff Nurse for specific days/times, book iron infusions and send letter/information, send post iron infusion letters, monitor repeat blood results, ensure anaesthetist reviews, update spreadsheet o Send diabetic letters o Send ECHO request forms and ensure anaesthetist reviews results o Liaise with other departments/secretaries o Send letters regarding medication o Contact other hospitals/GPs to obtain previous results/tests Consumables Stock take of consumables on a monthly basis and email totals for pneumotachs, nose clips, and mouth pieces to the Surgical Division Management Accountant Ensure full stock of above and order more using Agresso Request kidney bowls/ECG stickers from preassessment Make up trays with the above in CPET room cupboard, ensure sufficient paper and printing cartridges in CPET room General office duties Answer internal and external incoming calls and assessing priorities and initiating action as required. Ensuring all telephone calls into the office are answered within the agreed time and in line with Trust telephone standard. Deal sympathetically with people who may be distressed or angry Analysing information to resolve problems for patients, carers and staff members Monitor/respond to emails sent to Perioperative Medicine general email address Ensure that records are kept in a proper and orderly manner. Organise and maintain an accurate and secure filing system, in both paper and electronic forms where appropriate Prioritising post and taking responsibility for actioning urgent items Liaising with Estates for building repairs v Liaising with the Help Desk for any computer problems Responsibility and Accountability Contribution to service implementation To produce and update Standard Operating Procedures (SOP) for all aspects of the Perioperative Medicine Clinic To discuss with job share how the (SOP) will affect own work To ensure that key service delivery targets are met at all times by managing demand within the Perioperative Service PQIP Study (Perioperative Quality Improvement Programme) To identify potential candidates for the Perioperative Quality Improvement Programme (PQIP). This is a national quality improvement research programme aimed at improving patient outcomes from major surgery The post holder will meet with the patient to recruit them to the study The post holder will be required to undertake Good Clinical Practice Training (GCP). This is a mandatory requirement for all staff undertaking clinical trials. GCP is the international ethical, scientific and practical standard to which clinical research is conducted The relevant data is entered onto the PQIP database and spreadsheet, update IHCS (HWAM) and Galaxy by the post holder The post holder is responsible for monitoring data and identifying problems The post holder is responsible for obtaining the medical records for patients when discharged on behalf of the Consultant to enable/ensure accurate record keeping Meetings Preparation for a weekly Vascular MDT Meeting is undertaken by identifying local patients from the agreed agenda, printing off relevant documents and forwarding to the Consultant in attendance Ensure that various tasks run smoothly and procedures and processes are kept up to date and effective at all times. This is done by arranging regular meetings with Consultants to discuss and resolve issues Pre-op manager Responsible for monitoring work and carrying out various tasks on Pre-op Manager at the request of the Consultant Investigations Monitor investigations, including echocardiograms and the Anaemia Pathway Create and maintain spreadsheets to record and present information Scanning/uploading patient information to attach to archived electronic records More in Job Description