Instrument Co-ordinator Theatres

Job summary

We are looking for an organised, proactive and motivated Band 3 Instrument Co-ordinator to join our Theatre Team in Worcester Royal Hospital. In this key role, you will help ensure that the right surgical instruments are available when needed, supporting the safe, efficient and effective delivery of patient care.

The role will work across a wide range of surgical specialities, with a particular focus on Trauma and Orthopaedics, responding to the needs of the service. Working closely with theatre teams, Sterile Services and Procurement, you will co-ordinate instrument requirements, resolve issues promptly and help minimise delays to theatre lists.

This is an excellent opportunity for someone who thrives in a busy environment, has a strong eye for detail and is keen to develop their knowledge and experience of surgical instrumentation. You will play an important role in supporting the smooth running of our theatres and ensuring our clinical teams have the equipment they need to deliver high-quality patient care.

Main duties of the job

Responsible for the co-ordination and management of surgical instruments and implants across theatres countywide. This includes tracking, ordering, and replacing instruments, as well as co-ordinating their transportation between sites.

The role involves liaising with sterile services, surgical teams, and external company representatives to ensure instrument sets are complete, functional, available on time, and compliant with infection control requirements.

Key responsibilities also include maintaining accurate inventory and repair records, identifying missing or damaged instruments, managing loan requests for instruments and implants, and ensuring timely delivery and return. The role supports theatre efficiency by preventing instrument-related delays and ensuring staff have the correct equipment for each procedure.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Job responsibilities

Job Purpose: The Instrument Coordinator will ensure the efficient management, maintenance, and availability of surgical instruments across the theatre department. The role focuses on supporting theatre teams to deliver safe, effective patient care by ensuring instruments are available, complete, and in good working order. This includes liaising with sterile services, procurement, and clinical staff to minimise delays and improve theatre efficiency.

Risk Assessment:

This role involves manual handling tasks like lifting heavy instrument trays, with some risk of exposure to biohazardous materials. The post may require standing for long periods and repetitive movements. Occasionally, there may be pressure to meet urgent demands, and some computer work is required for records and inventory management.

Key Duties:

• Act as the designated point of contact for all instrument-related queries in theatres countywide.
• Manage the tracking, ordering, and maintenance of surgical instruments and prostheses.
• Coordinate the cross-site transportation of instruments and implants as required.
• Liaise with company representatives
• Work closely with sterile services to ensure instrument sets are complete, functional, and available as required.
• Maintain accurate records of instrument sets, repairs, and replacements.
• Collaborate with theatre staff to understand specific instrument requirements for different procedures.
• Ensure timely replacement or repair of damaged or faulty instruments to avoid disruption to theatre schedules.
• Assist in maintaining and enhancing the existing inventory system for tracking instruments to ensure accuracy and efficiency.
• Ensure instruments are correctly stored, maintained, and compliant with infection control protocols.
• Support theatre staff by identifying missing or damaged instruments pre- and post-surgery.
• Oversee and coordinate all loan requests for surgical instruments and implants, ensuring timely ordering, delivery, and return.

Training and Development:

Assist with basic guidance and support to staff in correct handling, care, and usage of surgical instruments.

Attend training as required to maintain knowledge of instrument handling, storage and decontamination.

Communication and Collaboration:

Liaise with sterile services to manage stock levels and ensure continuity of service.

Escalate concerns to senior staff regarding shortages, damage, or instrument delays.

Quality and Safety:

• Ensure compliance with infection prevention and control procedures.
• Contribute to audits of instrument quality and availability.
• Report any identified issues to senior staff for further investigation.

Professional Skills:

• Strong communication skills to liaise effectively with colleagues, suppliers, and external teams.
• Ability to follow protocols and procedures with precision to ensure patient safety.
• Time management skills to prioritise multiple tasks efficiently.
• Teamwork and collaboration skills to support a smooth workflow in a busy theatre environment.
• Problem-solving skills to identify and report issues promptly, ensuring minimal disruption to services.

General Duties:

• Maintain a clean and organised workspace in line with infection control protocols.
• Support stock management by unpacking, checking, and storing instrument trays, prosthesis and related equipment.
• Adhere to Trust policies, procedures, and standards at all times.
• Participate in team meetings, contributing to service improvements where possible.
• Undertake any other duties appropriate to the role as directed by senior staff.

Person specification

Personal Qualities

Essential

• Ability to prioritise tasks and manage time effectively.
• Problem-solving skills.
• Flexible and adaptable to meet service needs.

Desirable

• Willingness to undertake further professional development in theatre services.

Other Job Requirements

Essential

• Commitment to maintaining patient safety and high standards of care.
• Willingness to work flexible hours to meet service needs.
• Adhere to infection prevention and control protocols.
• Maintain mandatory training relevant to the role.
• Standard Clauses
• A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS.
• All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and Barring lists.

Qualifications

Essential

• NVQ Level 2 in Health or equivalent experience in a healthcare environment.
• Evidence of relevant training or willingness to undertake further development.

Desirable

• NVQ Level 3 in Health or related field.
• Training in infection control procedures or decontamination processes.

Skills/ Knowledge

Essential

• Basic knowledge of surgical instruments and theatre equipment.
• Awareness of safe handling, storage, and disposal of clinical equipment.
• Good organisational skills with attention to detail.
• Basic IT skills including data entry.
• Ability to maintain accurate records and documentation.

Desirable

• Awareness of decontamination processes for surgical instruments.
• Knowledge of stock rotation
• Understanding of inventory management systems.
• Budget awareness.

Experience

Essential

• Experience working in a healthcare environment, preferably within theatres or sterile services.
• Experience in managing stock, equipment, or inventory.

Desirable

• Previous experience working directly with surgical instruments and theatre teams.
• Experience in audits or stock control.