Administrator/Epidemiology coordinator

Central and North West London NHS Foundation Trust

Information:

This job is now closed

Job summary

To ensure efficient and effective administrative support for Buckinghamshire Priority Dental Service.

To be the Administrator Support for Processing of Invoices and Orders for Milton Keynes and provide clerical support for the Dental Epidemiology Department.

Main duties of the job

  • To ensure efficient and effective administrative support for Buckinghamshire Priority Dental Service
  • Lead Administrator for BASCD, school screening and epidemiology, supporting the BASCD lead with Data Cleaning, also assisting the Dental Team with administrative duties and during school visit
  • Procurement operational duties such as: No PO No Pay, Non catalogue or setting up a new supplier requests.
  • Processing of stationery orders and maintaining adequate stocks
  • Processing Dental Referrals and maintaining referral database. Follow Local Operating Procedures with regards to Out of Area referrals. To obtain essential missing data using NHS SPINE, adhering to strict user guidelines/protocol
  • Processing of rejected referrals in a timely manner, following Local Operating Procedures.
  • Processing of internal referrals and maintaining referral database, following Local Operating Procedures.
  • Provide the Reception support if needed due to staffing issues.
  • Ensure appropriate and timely secretarial and admin support available for clinical staff in order to maximise the clinical capacity of those staff e.g. support for letter writing, typing up of clinical protocols and policies
  • Organise, attend and minute staff meetings and other meetings as required, photocopying and circulating documents as necessary

About us

  1. Maintain the highest standards of care and service, taking responsibility not only for the care you personally provide, but also for your wider contribution to the aims of your team and the NHS as a whole.
  2. Be aware of and follow at all times the relevant National and Local code of practice in relation to their role and function. If you are in a post that requires registration with a professional body you are required to maintain that registration with the appropriate professional body.
  3. Protect the confidentiality of personal information that you hold unless to do so would put any one at risk of significant harm. Keep accurate and professional records and information about staff, patients and clinical care, using the document based and computer based systems in operation in the Trust. Work in accordance with local policies and procedures and the statutory frameworks which govern confidentiality and data protection, information-sharing and disclosure.

Overseas candidates wishing to apply who would require sponsorship can determine the likelihood of obtaining a CoS for the post by assessing their circumstances against criteria specified on https://www.gov.uk/browse/visas-immigration

Date posted

18 April 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pro rata

Contract

Fixed term

Duration

9 months

Working pattern

Full-time

Reference number

333-D-MK-CM-1031-A

Job locations

Eaglestone Health Centre

Standing Way

Milton Keynes

MK6 5LD


Job description

Job responsibilities

  • To ensure efficient and effective administrative support for Buckinghamshire Priority Dental Service
  • Lead Administrator for BASCD, school screening and epidemiology, supporting the BASCD lead with Data Cleaning, also assisting the Dental Team with administrative duties and during school visit
  • Procurement operational duties such as: No PO No Pay, Non catalogue or setting up a new supplier requests.
  • Processing of stationery orders and maintaining adequate stocks
  • Processing Dental Referrals and maintaining referral database. Follow Local Operating Procedures with regards to Out of Area referrals. To obtain essential missing data using NHS SPINE, adhering to strict user guidelines/protocol
  • Processing of rejected referrals in a timely manner, following Local Operating Procedures.
  • Processing of internal referrals and maintaining referral database, following Local Operating Procedures.
  • Provide the Reception support if needed due to staffing issues.
  • Ensure appropriate and timely secretarial and admin support available for clinical staff in order to maximise the clinical capacity of those staff e.g. support for letter writing, typing up of clinical protocols and policies
  • Organise, attend and minute staff meetings and other meetings as required, photocopying and circulating documents as necessary

Job description

Job responsibilities

  • To ensure efficient and effective administrative support for Buckinghamshire Priority Dental Service
  • Lead Administrator for BASCD, school screening and epidemiology, supporting the BASCD lead with Data Cleaning, also assisting the Dental Team with administrative duties and during school visit
  • Procurement operational duties such as: No PO No Pay, Non catalogue or setting up a new supplier requests.
  • Processing of stationery orders and maintaining adequate stocks
  • Processing Dental Referrals and maintaining referral database. Follow Local Operating Procedures with regards to Out of Area referrals. To obtain essential missing data using NHS SPINE, adhering to strict user guidelines/protocol
  • Processing of rejected referrals in a timely manner, following Local Operating Procedures.
  • Processing of internal referrals and maintaining referral database, following Local Operating Procedures.
  • Provide the Reception support if needed due to staffing issues.
  • Ensure appropriate and timely secretarial and admin support available for clinical staff in order to maximise the clinical capacity of those staff e.g. support for letter writing, typing up of clinical protocols and policies
  • Organise, attend and minute staff meetings and other meetings as required, photocopying and circulating documents as necessary

Person Specification

Qualifications

Essential

  • RSA 3 or equivalent

Desirable

  • Relevant NVQ to level 3

Experience

Essential

  • Experience of Microsoft Office
  • Experience of working with databases including Excel to Input, store, modify, structure, maintain & present data & information
  • Experience of transcribing from written draft or dictation
  • Experience of minute taking

Desirable

  • Experience of working in the NHS
  • Experience of working with a medical or dental team
  • Experience of dental software, preferably R4

Knowledge

Essential

  • Demonstrable computer skills including Word, Excel, Access, Powerpoint
  • Capable of accurate data entry
  • Able to transcribe from written draft or dictation
  • 40+ words per minute.
  • Excellent spelling and grammar
  • Ability to work as a team
  • Proficient in transmission of information, face to face, on the telephone and via other means
  • Excellent organisational skills
  • Good time management skills
  • Ability to prioritise & plan own workload to meet deadlines & competing demands
  • Able to deal positively with range of problems from members of the public and professionals.
  • Ability to develop & maintain high standards of communication both orally and in writing with people about difficult matters & / in difficult situations

Personal disposition

Essential

  • Willing to develop own skills & knowledge
  • Ability to maintain quality in own work
  • Willingness to travel to different locations to undertake role effectively

Desirable

  • Car driver and use of car
Person Specification

Qualifications

Essential

  • RSA 3 or equivalent

Desirable

  • Relevant NVQ to level 3

Experience

Essential

  • Experience of Microsoft Office
  • Experience of working with databases including Excel to Input, store, modify, structure, maintain & present data & information
  • Experience of transcribing from written draft or dictation
  • Experience of minute taking

Desirable

  • Experience of working in the NHS
  • Experience of working with a medical or dental team
  • Experience of dental software, preferably R4

Knowledge

Essential

  • Demonstrable computer skills including Word, Excel, Access, Powerpoint
  • Capable of accurate data entry
  • Able to transcribe from written draft or dictation
  • 40+ words per minute.
  • Excellent spelling and grammar
  • Ability to work as a team
  • Proficient in transmission of information, face to face, on the telephone and via other means
  • Excellent organisational skills
  • Good time management skills
  • Ability to prioritise & plan own workload to meet deadlines & competing demands
  • Able to deal positively with range of problems from members of the public and professionals.
  • Ability to develop & maintain high standards of communication both orally and in writing with people about difficult matters & / in difficult situations

Personal disposition

Essential

  • Willing to develop own skills & knowledge
  • Ability to maintain quality in own work
  • Willingness to travel to different locations to undertake role effectively

Desirable

  • Car driver and use of car

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).

Additional information

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

Central and North West London NHS Foundation Trust

Address

Eaglestone Health Centre

Standing Way

Milton Keynes

MK6 5LD


Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Eaglestone Health Centre

Standing Way

Milton Keynes

MK6 5LD


Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)

For questions about the job, contact:

Dental Operational Manager

Keri Stephenson

keri.stephenson1@nhs.net

Date posted

18 April 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pro rata

Contract

Fixed term

Duration

9 months

Working pattern

Full-time

Reference number

333-D-MK-CM-1031-A

Job locations

Eaglestone Health Centre

Standing Way

Milton Keynes

MK6 5LD


Supporting documents

Privacy notice

Central and North West London NHS Foundation Trust's privacy notice (opens in a new tab)