Assistant Theatre Scheduler

Role overview

The Assistant Theatre Scheduler supports an efficient and high-quality surgical booking service for paediatric specialties. The post helps make sure children are scheduled for procedures within clinically appropriate timeframes and in line with Trust priorities as well as national waiting time targets.

Working to the Administration Manager for Theatre Scheduling, you will help coordinate surgical bookings, pre-operative arrangements and anaesthetic services. The role uses the HIVE system to manage patient information, support elective procedure listings and keep records accurate and up to date.

You will also act as an important contact for patients, families and multidisciplinary teams, helping manage enquiries, coordinate appointments and keep communication clear between services. The role contributes to theatre efficiency, supports scheduling meetings and helps manage last-minute changes to operating lists.

Alongside this, the post includes administrative and departmental support such as booking appointments, completing pre-operative health checks, following Trust policies on confidentiality and waiting times, and providing cover across the wider team when needed.

Overall, this position plays a key part in helping deliver safe, timely and well-organised surgical care for paediatric patients.

Key duties

• Support timely and efficient paediatric theatre scheduling according to clinical need and Trust priorities.
• Use the HIVE system to enter, update and manage patient records.
• Help list patients for elective surgical procedures.
• Ensure patient information is complete, correct and available before surgery dates.
• Monitor activity against Trust policies and national waiting time standards, including RTT, elective and diagnostic targets, and escalate concerns when necessary.
• Respond to telephone enquiries from patients and staff, including more complex queries, and refer issues onward when appropriate.
• Assist with coordination of pre-operative, anaesthetic and theatre scheduling services.
• Book pre-operative and post-operative appointments and complete health questionnaire checks.
• Identify patients who are not fit for surgery and arrange for them to be removed from waiting lists appropriately.
• Communicate theatre list changes quickly and in line with procedure.
• Support surgery confirmation calls to help maximise theatre utilisation.
• Keep scheduling records and speciality diaries accurate and current.
• Work closely with the multidisciplinary team to support patient flow and admissions.
• Maintain confidentiality and handle patient records securely at all times.
• Attend scheduling meetings and raise issues with senior staff when needed.
• Provide administrative cover, including reception support, and assist the wider team as required.

About Manchester University NHS Foundation Trust

Manchester University NHS Foundation Trust is the largest provider of specialist services, and its Oxford Road Campus in Manchester is the largest health academic campus in Europe. The organisation supports more than 1 million people each year with the help of a workforce of over 30,000 colleagues.

The Trust emphasises teamwork, respect and inclusion, with a People Plan focused on helping colleagues feel they belong, are heard and are valued. It also promotes digital ways of working, collaboration and development opportunities that support wellbeing, ambition and career growth.

Contact for informal enquiries

Name: Penny Fletcher

Job title: Assistant Theatre Operational Manager

Email: penny.fletcher@mft.nhs.uk

Telephone: 0161 701 3646

Additional information

This role involves working behind the scenes to help create smooth service delivery, safe patient experiences and strong clinical support. It is suited to someone who wants to contribute to care quality through organisation, communication and attention to detail.