About this role
Job summary
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.
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.
Overall, the Assistant Theatre Scheduler plays an important role in supporting safe, timely, and well-coordinated surgical care for paediatric patients.
Main duties of the job 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
About us
Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe - a great place to shape your career.With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.At MFT, your role matters, your impact is real, and you're part of something bigger from day one.
Job description Job responsibilities
To find out more about the key responsibilities and the specific skills and experience youll need for this role, take a look at the Job Description & Person Specification attachments under the Documents to download heading.
Explore Inside MFT Your Candidate Place
To help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT Your Candidate Place. This welcoming onestop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. Youll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.
To access Inside MFT Your Candidate Place, simply click on the relevant PDF document under the Documents to download heading and once opened, you can either scan QR code or click on the link provided.
Closing vacancy listings early
We welcome applications from a wide range of backgrounds and experiences.To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.
Diversity MattersMFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.
Use of Artificial Intelligence (AI) in your application
Here at Manchester University NHS Foundation Trust, were proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.
Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.
Disclosure and Barring Service (DBS) check
As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.
What is a DBS Check?
A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role:
Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.
Enhanced DBS: Includes the above, plus any additional information held by local police thats considered relevant to the role.
Enhanced with Barred Lists: Includes all of the above, plus checks against the childrens and/or adults barred lists.
Who Needs a DBS Check
Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.
The Costs for a DBS
At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.
For more information about the cost of the various types of DBS, please visit: https://www.gov.uk/government/news/dbs-fees-are-changing-in-december
DBS Update Service
Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.
Person Specification
Knowledge and experience Essential
GCSE or equivalent qualifications in English Language, Mathematics and Information Technolog Experience of IT systems, for example Microsoft Office (Word, Excel) Previous experience with PAS, Medisec, ORMIS, or similar systems Experience of dealing with customer queries Experience in a customer or patient facing role
Desirable
Working knowledge of databases and spread sheets An understanding and/or experience of working to National and Trust targets, including waiting lists and RTT Knowledge of waiting list management
Skills and abilities Essential
Good written and verbal communication skills Ability to prioritise own workload, as agreed with line manager Ability to work both independently and as an effective team member Good interpersonal skills including the ability to communicate calmly and respectfully under pressure Able to listen and follow instructions, asking for clarification if necessary Ability to adhere to deadlines and work efficiently
Training Essential
Continuous professional development, e.g. time management, organisational skills Risk management, e.g. data protection, Heath Records, Moving and Handling Health and Safety procedures Customer care
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Manchester University NHS Foundation Trust
Address RMCH Admin Suite Peter Mount Building
136 Hathersage Road
Manchester
M13 9WL
United Kingdom
Employer's website https://mft.nhs.uk/careers/ (Opens in a new tab)