GA/Referrals Administrator

Job description

Job responsibilities

To assist with non-clinical triaging of all referrals received, monitor all current waiting lists.

Keeping all dental staff up to date with waiting list information and when next available appointments for each clinician

Keeping clinicians recalls up to date monthly and dealing with Was Not Brought and Failed to Attend and reporting of any safeguarding issues to the Lead Clinicians.

To coordinate the monitoring and data collection of GA and epidemiology lists.

Ordering and tracing of Patients notes.

Organising GA theatre list and GA Pre assessment clinics

To act as an initial point of contact for all external enquiries from members of the public, health professionals and representatives from a range of organisations, and respond appropriately.

To help support the use of an electronic scheduling.

Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery

Responsible for stationery stock control, including ordering to ensure adequate resources available for the service

To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone and face to face.

To ensure all relevant administrative information is up to date and available for reference

To help administer waiting list requests, being proactive in the staffing of them and maintaining regular communication with the relevant parties and keeping an accurate record of events, being proactive of the service delivery

To maintain a log of issues/actions on a daily basis

To be part of a team delivering an efficient and effective service and be prepared to cover for other staff during sickness and holidays

To maintain confidentiality and integrity at all times

To actively participate in own learning and development.

To contribute to appraisals, development and related activities.

Any other reasonable duties commensurate with the job as requested by the management.

Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service.

Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate as agreed with Team Leader.

Collect, collate and prepare information for service area users with support of Team Leader.

Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.

Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Ensure that all office support services e.g. post, fax, filing, photo copying, are delivered in a timely manner.

Staff management & development

Demonstrate own activities to new or less experienced employees.

Financial management

To process all daily patient payments and banking

To support the line manager with banking and remittance service

Monitor stock e.g. stationery and order supplies as required within the business area. Undertake surveys or audits as directed.

Person Specification

Knowledge

Essential

• Working knowledge of Microsoft Office including Word and Excel Understanding of confidentiality & data protection act Able to build effective working relationships with customers and colleagues/staff.

Desirable

• Knowledge of IPIMS/Blue Spier/ICM Understanding of Data Protection legislation Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Skills

Essential

• Good writing, typing, data entry and telephone skills ensuring accuracy. Ability to communicate verbally and in writing to a good level (face to face and over the telephone) Ability to prioritise own workload Ability to work effectively as part of a team. Ability to use initiative organising own workload to set deadlines within the scope of role Organised, efficient and accurate Flexible and adaptable willing to learn new skills Able to analyse problems and initiate appropriate solutions effectively Able to apply tact and sensitivity to establish trust and support.

Qualifications

Essential

• Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.

Desirable

• NVQ 3 in Business Administration or equivalent

Experience

Essential

• Substantial experience of working in an administrative environment using computerised data systems.

Desirable

• Experience of working in a health or social care office environment. Experience of supervising other staff members.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Livewell Southwest

Address

The Dental Access Centre

Baring Street

Plymouth

PL4 8NF

Employer's website

https://www.livewellsouthwest.co.uk/ (Opens in a new tab)