Job summary
37.5 hours per week.
An
exciting opportunity has become available within our admin team for a Referral/GA
Administrator, this position is a full time position.
This role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility.
Main duties of the job
This role will include supporting the referral process under the supervision of the Admin Team Leader working in a busy office environment implementing referral policies and procedures essential for the growth and delivery of our expanding Dental Service, covering reception and telephones as and when needed.
This role will include General Anaesthetic (GA) Administration duties which will require the applicant to participate in covering duties in partnership with University Hospitals Plymouth including reception duties, ordering of patient notes from Plymouth and Cornwall, creating theatre lists, booking GA assessment clinics and general office duties. Also included in this role will be dentist recalls, following up on safeguarding of adults and children, as well as working closely with the management team.
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
Job description
Job responsibilities
- Key Tasks and Responsibilities of the Post
- Management of service
- 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 on a monthly basis and
dealing with Was Not Brought (WNB) and Failed to Attend (FTA) 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.
- Physical Effort:
- Frequent sitting & standing. Inputting at a keyboard for
most of day, frequent light effort to lift, sort & file case notes.
- May have to occasionally move presentation equipment and
office supplies or clinic consumables.
- Mental Effort:
- Frequent concentration is required when inputting into
systems, typing documents, making appointments & processing records with a
need to ensure accuracy.
- The work is usually predictable but there may be
interruptions from telephone calls, visitors and staff & occasionally
imposed deadlines.
- Emotional Effort:
- There may be some exposure to service users who may exhibit
difficult & challenging behaviours.
- Working conditions:
- Exposure to unpleasant conditions is rare/occasional. May be
exposed to verbal aggression from patients. Will use VDU for high proportion of
time.
- The flexible nature of the job may require post holder to
move within the team or within the wider organisational setting as required and
undertake similar duties.
- Key Behaviour Competencies:
- Working together
- Be
straightforward in our dealings with each other and build relationships
- Listen to
others and explain the decisions we have made
- Recognise
and remove barriers to action
- Create an
open and positive learning culture
- Learn from
mistakes & ask others for support where necessary
- Be aware of
ones own behaviour, values, attitudes, strengths and weaknesses.
- Ability to
reflect on ones behaviour and change them.
- Uphold the
values and be proud to be part of the organisation
- Ensure
appearance is professional & name badge visible
- Act With Integrity
- Be honest
and do what you say you will do
- Take
responsibility and be accountable for your actions
- Guard and
build the organisations reputation
- Take into
account the human and social impact of our work
- Treat
everyone in a friendly, courteous manner; smile & make eye contact
- Building Success Together
- Be
compassionate and accepting of others.
- Be
straightforward in our dealings with each other and build relationships
- Listen to
others and explain the decisions we have made
- Agree on
our goals and see them through
- Treat each
other with dignity and respect
- Learn from each
others experiences
- Understand and recognise each others
contributions of being of equal value
- Be prepared
to challenge the status quo
- Contribute
to the organisations success
- Stretch the
boundaries of personal performance
- Look for
better ways of working to achieve improvements
- Caring for patients
- Aim to meet
the needs of our patients and partners in care
- Use
initiative to enhance care in innovative and imaginative ways
- Respect
individual cultural differences; challenge bias & prejudice
- Provide a
high quality and safe service for patients
- Maintain
privacy and ensure confidential information is kept safe
- Question
poor practice, process & behaviour
Job description
Job responsibilities
- Key Tasks and Responsibilities of the Post
- Management of service
- 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 on a monthly basis and
dealing with Was Not Brought (WNB) and Failed to Attend (FTA) 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.
- Physical Effort:
- Frequent sitting & standing. Inputting at a keyboard for
most of day, frequent light effort to lift, sort & file case notes.
- May have to occasionally move presentation equipment and
office supplies or clinic consumables.
- Mental Effort:
- Frequent concentration is required when inputting into
systems, typing documents, making appointments & processing records with a
need to ensure accuracy.
- The work is usually predictable but there may be
interruptions from telephone calls, visitors and staff & occasionally
imposed deadlines.
- Emotional Effort:
- There may be some exposure to service users who may exhibit
difficult & challenging behaviours.
- Working conditions:
- Exposure to unpleasant conditions is rare/occasional. May be
exposed to verbal aggression from patients. Will use VDU for high proportion of
time.
- The flexible nature of the job may require post holder to
move within the team or within the wider organisational setting as required and
undertake similar duties.
- Key Behaviour Competencies:
- Working together
- Be
straightforward in our dealings with each other and build relationships
- Listen to
others and explain the decisions we have made
- Recognise
and remove barriers to action
- Create an
open and positive learning culture
- Learn from
mistakes & ask others for support where necessary
- Be aware of
ones own behaviour, values, attitudes, strengths and weaknesses.
- Ability to
reflect on ones behaviour and change them.
- Uphold the
values and be proud to be part of the organisation
- Ensure
appearance is professional & name badge visible
- Act With Integrity
- Be honest
and do what you say you will do
- Take
responsibility and be accountable for your actions
- Guard and
build the organisations reputation
- Take into
account the human and social impact of our work
- Treat
everyone in a friendly, courteous manner; smile & make eye contact
- Building Success Together
- Be
compassionate and accepting of others.
- Be
straightforward in our dealings with each other and build relationships
- Listen to
others and explain the decisions we have made
- Agree on
our goals and see them through
- Treat each
other with dignity and respect
- Learn from each
others experiences
- Understand and recognise each others
contributions of being of equal value
- Be prepared
to challenge the status quo
- Contribute
to the organisations success
- Stretch the
boundaries of personal performance
- Look for
better ways of working to achieve improvements
- Caring for patients
- Aim to meet
the needs of our patients and partners in care
- Use
initiative to enhance care in innovative and imaginative ways
- Respect
individual cultural differences; challenge bias & prejudice
- Provide a
high quality and safe service for patients
- Maintain
privacy and ensure confidential information is kept safe
- Question
poor practice, process & behaviour
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
- Ability to use Business applications and patient record systems
- Knowledge of IPIMS, Bluespier
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
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
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
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
- Ability to use Business applications and patient record systems
- Knowledge of IPIMS, Bluespier
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
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
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
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.
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).
Additional information
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.
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).
