Dental Administrator

Job description

Job responsibilities

• The post holder will be required to provide and receive complex or sensitive information to patients and staff at Warwickshire Special Care Dental Service.
• Liaising closely with and responding to the requirements of a large number of staff regarding the number and case mix of clinics and theatre sessions which will regularly change to meet current demand.
• Exchange information with patients/carers/guardians and staff on admissions, transfer and discharge of patients both verbally and in written format.
• Communicating with anxious patients, dental phobic and patients with cultural or language differences.
• Liaise regularly with clinical staff to establish future clinic profiles ensuring that demand is met and to maintain a consistent volume of new patient slots. This will involve blocking sessions and reserving appointment slots according to clinical requests. This will also involve; arranging and attending one to one meetings with clinicians to keep them updated with regard to their waiting list.
• Close liaison with all disciplines of staff, both internal and external, i.e. admin and clerical staff, clinical staff, nursing staff, and communication will be necessary with general practitioners and patients/carers. This may also include direct face-to-face contact.
• The post holder will support the service on national booking projects, i.e. 18 week wait.
• Booking appointments within the specified guidelines for all patients, adhering to the booking system (i.e. partial/full booking) and Government targets and requirements.
• Liaising closely with and responding to the requirements of a large number of staff regarding the number and case mix of clinics and theatre sessions which will regularly change to meet current demand.
• Meeting performance standards relating to the answering of calls and related tasks within the service. This will involve answering the telephone in a courteous and pleasant manner, within the agreed times, at all times and to deal professionally with all queries in line with service guidelines and action them accordingly.
• Taking part in the rotation programme within the Booking and Access office and responsible for ensuring all telephone lines and enquiry desk are appropriately covered by staff on a daily basis. This will involve monitoring the call centre and staffing of lines as required reducing the length of time callers have to wait.
• Ensuring all referral letters are registered on the R4 system within 24 hours of receipt within office. The post holder will be responsible for collecting missing demographic details and contacting the referring practitioners or patient directly to complete the registration. This is important to ensure all patients are booked within government waiting times to ensure breaches of targets do not occur.

For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.

Person Specification

Experience and Knowledge

Essential

• Excellent communication skills
• Excellent organisational skills

Desirable

• Excellent Keyboard skills
• Previous administration experience
• Experience of working with the general public
• Previous Customer Service experience, working within a customer focused setting
• Excellent Keyboard skills

Qualification(s) and Professional Training

Essential

• GCSE's in Maths and English at Level 5 or above or equivalent
• Administrative/Customer Service Skills at level 3 or equivalent training and/or experience
• Good Customer service skills

Desirable

• Previous experience of administration in the health sector
• IT skills (ECDL or equivalent)

Skills and Abilities

Essential

• Ability to work as a member of a team
• Ability to follow tasks through to completion
• Ability to work under pressure

Desirable

• Ability to suggest and implement new procedures
• Ability to use own initiative to prioritise workload in a methodical approach to work
• Microsoft Office Specialist Training (MOST) or equivalent knowledge and experience

Personal Qualities

Essential

• Excellent time keeping
• Enthusiastic
• Friendly and co-operative
• Courteous and Helpful
• Organised
• Attentive to detail
• Team worker

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

George Eliot Hospital NHS Trust

Address

Warwickshire Special Care Dental Service, Whitnash Lodge, Leamington Hospital

Heathcote Lane

Warwick

CV34 6SR

Employer's website

http://www.geh.nhs.uk/ (Opens in a new tab)