Job summary
Process all patient referrals into Community & Special Care Dentistry (CSCD), ensuring they meet acceptance criteria and are managed in a timely and efficient manner.
Provide support, advice and information for clinical staff and management in order to maintain quality services, providing data to support service delivery and clinical need.
Work collaboratively across all specialties within Charles Clifford Dental Services to ensure seamless inter departmental referrals.
Provide administration and secretarial support to the city-wide service, including the preparation of letters, documents, reports and the directorate newsletter.
Main duties of the job
Receive, assess and process referrals against acceptance criteria.
Ensure all referrals are managed and monitored in accordance with service timescales and policies.
Support referred patients through the process establishing any special requirements, e.g. transport, interpreter services.
Prepare and maintain patient's records and databases to support clinical assessment/appointments and tracking the patient journey.
Communicate with clinical leads with regard to referral trends, waiting lists and help facilitate efficient clinic utilisation.
Provide reports, data and information to support the programming and management of the service.
Provide secretarial support to the city-wide service, including the preparation of letters, documents, reports.
Initiate, prepare and process dental invoices.
Liaise with cashiers and sales ledger for patients who have outstanding debt.
Maintain accurate records in relation to invoicing and debt collection.
Update staff records on ESR.
Administrative duties involved in the processing and receipt of requisitions, liaising with procurement and clinical teams.
Complete and submit staff overtime and extra duty payment forms to the relevant human resources department.
Reconcile staff details between databases by cross-referencing with other data sources and Human Resources.
Support and facilitate meetings, including preparation of agendas, arranging venues and taking and typing minutes.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Community & Special Care Dentistry are the main provider of special care dentistry in Sheffield. The service provides dental care in community settings for children and adults who have difficulty accessing dental treatment in general dental practice or who require special care dentistry on a referral basis.
The department work closely with the Charles Clifford Dental Hospital across the primary secondary interface in the provision of consultant led services on referral, including in-reach specialist care within the hospital. We also support undergraduate dental students, clinicians, senior clinicians and specialists in the delivery of dental care.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
This vacancy is advertised on a fixed term contract basis for the maximum period until 31/12/2026. Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
This vacancy is advertised on a fixed term contract basis for the maximum period until 31/12/2026. Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
Person Specification
Education and Qualifications
Essential
- GCSE (or equivalent) in English and Mathematics, at grade C/4 or above (or Equivalent demonstrable experience)
- NVQ Level 3 qualification (or equivalent experience) in office or business management (or relevant subject)
Desirable
- RSA level II typing or IT qualification.
- Customer service qualification
Experience
Essential
- Relevant experience of working in an NHS out-patient setting.
- Experience of communicating with diverse client groups and referral agencies
- Working as part of a healthcare team
- Experience of managing and setting up monitoring systems to record information
- Experience of facilitating meetings and taking and typing minutes.
- Proven resilience in meeting objectives and deadlines
Desirable
- Experience of working in a dental setting.
Skills & Knowledge
Essential
- Knowledge of Community & Special Care Dentistry referral pathways.
- Knowledge of Microsoft Office packages
- Able to understand, demonstrate and maintain confidentiality and security within the service, along with the ability to process personal details in an appropriate and sensitive manner
- Confidence to enter information directly onto documentation which is auditable, requiring a very high level of accuracy.
Personal Qualities
Essential
- Be able to demonstrate organisational skills.
- Written and oral communication skills
- Ability to work independently and as part of a team
- Ability to prioritise and solve problems effectively
- Demonstrate a commitment to patient centred services.
Person Specification
Education and Qualifications
Essential
- GCSE (or equivalent) in English and Mathematics, at grade C/4 or above (or Equivalent demonstrable experience)
- NVQ Level 3 qualification (or equivalent experience) in office or business management (or relevant subject)
Desirable
- RSA level II typing or IT qualification.
- Customer service qualification
Experience
Essential
- Relevant experience of working in an NHS out-patient setting.
- Experience of communicating with diverse client groups and referral agencies
- Working as part of a healthcare team
- Experience of managing and setting up monitoring systems to record information
- Experience of facilitating meetings and taking and typing minutes.
- Proven resilience in meeting objectives and deadlines
Desirable
- Experience of working in a dental setting.
Skills & Knowledge
Essential
- Knowledge of Community & Special Care Dentistry referral pathways.
- Knowledge of Microsoft Office packages
- Able to understand, demonstrate and maintain confidentiality and security within the service, along with the ability to process personal details in an appropriate and sensitive manner
- Confidence to enter information directly onto documentation which is auditable, requiring a very high level of accuracy.
Personal Qualities
Essential
- Be able to demonstrate organisational skills.
- Written and oral communication skills
- Ability to work independently and as part of a team
- Ability to prioritise and solve problems effectively
- Demonstrate a commitment to patient centred services.
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).
