Booking Office Administrator

Gloucestershire Health and Care NHS Foundation Trust

The closing date is 13 December 2024

Job summary

An exciting opportunity has arisen for an enthusiastic, highly motivated, confident and organised individual with lots of energy who relishes a challenge, to join the Gloucestershire Community Dental Services in the role of Booking Officer.

The booking officer is considered a vital role within dental services. The role differs greatly from other administrative roles as it requires a complexity of key skills. If you enjoy being a team player, have excellent communication and negotiation skills, a good knowledge of dental terminology, good computer literacy and accuracy to gather information together then we would like to hear from you.

You will need to be able to balance the demands of an interesting and challenging role and manage your own workload effectively to meet deadlines and targets. You will enjoy working in a fast-paced environment and have the ability to prioritise duties according to conflicting priorities. A positive outlook and a flexible approach are essential.

Main duties of the job

To provide a comprehensive booking service for patients and clinicians ensuring waiting time targets and clinical targets are met and all treatment for the Gloucestershire Community Dental Service (CDS) sites.
To ensure that the waiting list is maintained correctly and patients referred to the Service receive an appointment for treatment in accordance with their clinical need.
Monitoring progress of referrals, identifying problems and taking appropriate actions to ensure efficient man of referrals.
To ensure that patients receive correct, concise information regarding their appointment in a format they can understand.
To action clinic re-scheduling ensuring that clinical priorities are maintained and liaising directly with clinicians and nursing team where capacity problems exist.
To manage the block booking appointments to ensure clinical priorities are maintained.
Making judgements and decisions on flexing template capacity to achieve a balance between clinical priorities and waiting time targets.
To ensure that patients receive a supportive and responsive service tailored to their specific needs particularly where barriers to understanding exist.
To ensure accurate and timely data collection. Advising the management and nursing team where over or under capacity issues exist and to suggest ways of addressing these.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.

The annual NHS Staff Surveygives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:

89.7% believe they are making a positive difference to patients/service users;
73.3% would recommend the organisation as a place to work;
82.4% agree that care of patients and service users is the organisations priority;
76.7% would be happy with the standard of care for a friend or relative

Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

Date posted

27 November 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum (pro rata)

Contract

Permanent

Working pattern

Part-time

Reference number

327-24-1096

Job locations

Southgate Moorings

2 Kimbrose Way

Gloucester

GL1 2DB

Job description

Job responsibilities

To provide a comprehensive booking office service at a range of Gloucestershire Community Dental Clinics across the county of Gloucestershire
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
Daily contact with patients, relatives, carers, translators, providing advice, information and guidance where necessary over the telephone.
To be responsible for entering all personal details of patients onto the dental software accurately
To assist with non-clinical triaging of all referrals received, monitor all current waiting lists.
To coordinate the monitoring and data collection for all referrals.
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 ensure all patient records are stored and archived in accordance with Trust policies and procedures
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 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 undertake such other duties related to the work of the service as may be assigned that are consistent with the nature of the job and its level of responsibility

Job description

Job responsibilities

To provide a comprehensive booking office service at a range of Gloucestershire Community Dental Clinics across the county of Gloucestershire
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
Daily contact with patients, relatives, carers, translators, providing advice, information and guidance where necessary over the telephone.
To be responsible for entering all personal details of patients onto the dental software accurately
To assist with non-clinical triaging of all referrals received, monitor all current waiting lists.
To coordinate the monitoring and data collection for all referrals.
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 ensure all patient records are stored and archived in accordance with Trust policies and procedures
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 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 undertake such other duties related to the work of the service as may be assigned that are consistent with the nature of the job and its level of responsibility

Person Specification

Qualifications

Essential

Grade C or equivalent English and Maths

Experience

Essential

Experience of administration and reception duties

Desirable

Ability to use business applications and electronic patient record systems

Skills

Essential

Experience of using Microsoft Office packages e.g. Word, Excel, Power point

Person Specification

Qualifications

Essential

Grade C or equivalent English and Maths

Experience

Essential

Experience of administration and reception duties

Desirable

Ability to use business applications and electronic patient record systems

Skills

Essential

Experience of using Microsoft Office packages e.g. Word, Excel, Power point

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.