Theatre Scheduling Supervisor, Band 4

Transformationunitgm; Cheltenham; On-site; GBP 27,000 - 31,000; Full time

Job summary

A healthcare provider is seeking a Theatre Scheduling Supervisor for their team. The role involves managing theatre logistics, supervising staff, and ensuring accuracy in scheduling operations. The ideal candidate will possess strong organizational and communication skills, with the ability to work under pressure. This position offers a supportive working environment and excellent development opportunities, making it a great opportunity for those looking to advance in their career in healthcare.

Benefits

Flexible working opportunities

Generous annual leave

Access to NHS pension scheme

Local discounts

Health and wellbeing initiatives

Qualifications

• Must be able to work independently with minimal supervision.
• Strong attention to detail under pressure.
• Experience resolving data queries and errors.

Responsibilities

• Lead and supervise the scheduling team.
• Manage logistics and maintain accurate theatre floorplans.
• Engage with Theatre management for process improvements.

Skills

Excellent communication skills

Ability to work under pressure

Organisational skills

Admin Experience

Education

Training on TrakCare and FDP

Tools

Microsoft Office Suite

TrakCare

Job description

Employer Gloucestershire Hospitals NHS Foundation Trust Employer type NHS Site Gloucestershire Royal Hospital Town Gloucester Salary £27,485 - £30,162 (pa pro rata if part-time) Salary period Yearly Closing 05/01/2026 23:59

Theatre Scheduling Supervisor, Band 4

Band 4

At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high-quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.

With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.

We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but one another. You can expect a warm, supportive culture and colleagues who are passionate about teamwork, professional development and delivering exceptional care. We offer structured development programmes, mentoring and leadership opportunities to help you progress in your career.

We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on-site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.

Be part of Gloucestershire Hospitals, explore your future with us today.

Job overview

Theatre Scheduling Supervisor, Band 4 (32 hours a week)

We are currently looking for an enthusiastic and flexible person to join our theatre scheduling team at Gloucestershire Hospitals NHS Foundation Trust.

The post holder will lead and supervise the scheduling team to manage logistics within a spatial framework on a live document within constraints and targets.

Manage the theatre Floorplans and Theatre Trak System county-wide to ensure accurate reflection of theatre session allocation.

Engage with Theatre management to develop and support delivery of process change and improvement initiatives in regards to the management of Floorplan Templates and engagement with key stakeholders.

Support Theatre management with reporting requirements of theatre cross county-wide session allocation and the supervision of the Theatre scheduling administration team.

Main duties of the job

Knowledge & work experience

Able to work without management supervision and with a certain degree of autonomy.

Must have an orderly and methodical approach at all times with attention to detail and accuracy, despite being under pressure from constant telephone calls and interruptions. This includes the foresight and ability to pre-empt problems and being able to guide staff through the appropriate processes.

Use of relevant hospital systems (TrakCare, FDP, etc.) creating, modifying and printing from the system, and an ability to resolve queries and errors. A good understanding of Microsoft Office software, including Excel, PowerPoint and Word.

Able to support audits to match manual and electronic data.

Communication and interpersonal skills.

Must have excellent communication skills to be able to negotiate with staff in circumstances that require good listening skills and tact.

Ability to find ways of solving or pre-empting problems.

Skills to coach or train new members of staff.

Organisational skills.

An excellent understanding of the need to maintain accurate patient information (which is regarded as highly confidential) and keep it securely on both the computer system and paper records.

Strong evidence of team working across professional boundaries.

Ability to work under pressure and respond to short timescales on time.

Working for our organisation

The Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county. And with over 9,000 staff, we’re one of the largest NHS trusts in the UK. We offer a huge range of opportunities and benefits in a genuinely supportive working environment.

The scheduling team plays a pivotal role in ensuring that the trust achieves activity targets by coordinating the allocation of sessions cross county. You will be liaising with a wide range of stakeholders from admission team, operational managers to data analysts.

Our team is dynamic and constantly evolving to manage ongoing demand and challenges with on theatre lists. We work closely together to ensure a positive and supportive work environment.

Theatre management is keen to enable development opportunities within the scheduling team to improve relevant skills as required.

Detailed job description and main responsibilities

Theatre Scheduling team

• Providing management support for the scheduling team in regards to managing 1:1 performance reviews, sick leave and other relevant HR related aspects with support from the DGM.
• Provide training and coaching for new scheduling officers (with supporting instruction manuals).
• Ongoing improvements to ensure efficient processes and communication with stakeholders.
• To undertake the day to day processes associated with the provision of a series of comprehensive theatre floorplan to achieve a fully-utilised resource which impacts partially on the Trust’s ability to achieve the national activity targets and fully impacts on the Trust’s ability to achieve the surgical waiting times target.
• To ensure that the theatre floorplan is maintained, updated and disseminated rapidly and efficiently, on a regular basis, with the purpose of preventing any personnel logistical errors, for example, the possibility of two surgeons, with two lists of patients, arriving for the use of the same theatre.
• To ensure that changes on the Medical Leave Worksheets which are driven by outside forces are swiftly reflected on the floorplans, such as indicating cancelled lists from the floorplans to inform all stakeholders of vacant capacity, the creation of private patient lists so that the data is included in the utilisation figures, creating additional lists as requested by surgeons who want to increase their operating time, creating lists for the emergency patients from data submitted by the Emergency Co-ordinator in theatres, changes implemented by the outside staff, such as PCT staff working in the community hospitals.
• To ensure that all the stakeholders are informed of every change that is made to the floorplans, especially the key stakeholders – theatre nursing staff, medical secretaries and anaesthetic medical secretaries.
• Checking and chasing up any computer data not completed by the nursing staff in theatres regarding the movement of patients through the theatres. This key information ensures the accuracy of the theatre utilisation reports for the Trust Board, which are a measure of surgical activity targets.

Patient information, Reporting and Data management

• To ensure that all information, particularly confidential information relating to patients, is filled in an orderly and secure fashion.
• To conduct audits to ensure accuracy of information and create, run, amend and produce reports from the Theatre floorplans – e.g. monthly figures around the total number of cancelled sessions and split sessions.
• Support with the processes around the patient cancellation post to ensure accurate capture of information and communication with the respective services.
• Support theatre management and BI in the development of automated reports within the scheduling remit.

To undertake the process for approval of Waiting List Initiatives:

• Obtain the correct information on date, time and patient case-mix from the relevant Medical Secretary, Pre-assessment, Booking staff or General Manager.
• Verify the list with the Deputy Director of Service Delivery to obtain authorisation to proceed.
• Set up the list, negotiating with the anaesthetic secretary, theatre staff and other stakeholders to agree dates and times. Should any of the parameters be unachievable in discussion with any of the stakeholders, (such as no theatre staff, no radiographer, and so on), the entire process has to be restarted and a new date renegotiated with the surgeon via the General Manager.

Person specification

Skills

• Admin Experience
• Ability to work under pressure and respond to short timescales on time and with accuracy

Training

• Previous training on the use of TrakCare. FDP or other relevant hospital systems

Communication

• Must have excellent communication skills to be able to negotiate with staff in circumstances that require good listening skills and tact

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.

If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system