Job summary
Community Dental Service Facilitator
Join the Mid Yorkshire Hospitals
NHS Trust Community Dental Service to lead the administration team.
Based at Wakefield Newstead House
Dental Clinic you will act as the first
point of contact for all forms of communication within the Community Dental
Service providing a link between the MYHT, the patient/carer, GP/GDP, and other
health care professionals.
Main duties will include the
management of a small reception team across 3 satellite clinics. You will be
responsible for coordinating the administration workload to meet the demands of
the service, managing data quality including the service referral system and treatment
waiting lists.
This post requires a
self-motivated and professional individual with the confidence and ability to
work on their own initiative with or as part of a team within standard
operating procedures.
The position is 34 hours per
week, Monday Friday to be discussed at interview.
For further information, please
contact:
Catherine Dean Catherine.dean6@nhs.net 01924 327520
Please note this post will close
as soon as a sufficient number of applicants has been received.
Main duties of the job
The
post holder will provide a comprehensive, efficient, and effective service to the
Community Dental Service. They will support and work with the Team to provide a
comprehensive administration service in a pressurised environment in line with
organisational policies and objectives.
To
manage clerical staff within the administrative team and be responsible for
their day-to-day supervision, provide regular support and training where
appropriate.
Establish and
maintain statistical data for audit purposes for future planning and service
development.
Manage CDS
referrals on Electronic Referral Management system accepting, re-directing and rejecting requests
as appropriate. Make the requested appointments, following any special
instructions to ensure the correct staff and equipment are available.
Appointments need to be made within the 18 week patient pathway, sending the
appropriate literature and instructions with these appointments.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Act as a focal
point for the clinical team, providing a friendly and professional service.
Deal with enquiries from a multitude of sources following Trust policies and
standard operating procedures. Liaise
with GPs GDPs, other hospitals, patients, internal/external
medical/non-medical staff by a variety of means. Provide the above in a
sensitive, confidential and compassionate manner befitting the nature of the
speciality.
Be responsible
for the day to day organisation and management of the Community Dental Service
administrative team including recruitment, 1:1s, monitoring of sickness and
annual leave, Co-ordinate and organise training structure with emphasis on
mandatory training and personal development,escalating any anomalies as per Trust policy.
Attend speciality
meetings to provide information to ensure service targets are met and capacity
shortfalls/demands are highlighted and resolved with the Assistant Patient Service Manager, Patient
Service Manager and lead Consultant. Liaise with
the Assistant Patient Service Manager, with regard to rearrangement of clinics
to ensure demands and capacity are met.
Establish and
maintain statistical data for audit purposes for future planning and service
development.
Be responsible
for submitting all invoices and payments for dental treatment to the finance
department.
Assist clinicians
with administrative tasks e.g utilising IT systems or ensuring paper forms are
completed and sent to relevant departments in a timely manner in line with
service specific standard operating procedures.
To assist with
the investigation and compilation of responses to complaints within optimum
deadlines, ensuring confidentiality is kept intact at all times.
Frequently
receive and respond appropriately to telephone and personal enquiries from
patients, relatives, GDP`s GPs, other consultants and external bodies,
referring enquiries to the consultant/clinical team where necessary. This will require analysis of queries/issues,
making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathy or
reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required in trying to avoid Trust complaints.
Prioritise and
ensure clinical investigations are acted upon appropriately and timely, within
standard operating procedures and meeting KPIs (key performance indicators).
Manage the admin
team to produce accurate clinical and non clinical correspondence in accordance
with Trust standards, prioritising workload.
Use initiative when problems arise by taking appropriate action to
resolve the problems or escalate as appropriate.
Manage CDS
referrals on Electronic Referral Management system accepting, re-directing and rejecting requests
as appropriate. Make the requested appointments, following any special
instructions to ensure the correct staff and equipment are available.
Appointments need to be made within the 18 week patient pathway, sending the
appropriate literature and instructions with these appointments.
To respond fully and promptly to queries from
the Information Department and others requesting information on CDS patient
activity and undertake routine/ ad hoc data validation, always maintaining
patient confidentiality.
To ensure all
duties are undertaken in line with standard operating procedures and to enable
the achievement of Trust and Service specific Key Performance Indicators.
Job description
Job responsibilities
Act as a focal
point for the clinical team, providing a friendly and professional service.
Deal with enquiries from a multitude of sources following Trust policies and
standard operating procedures. Liaise
with GPs GDPs, other hospitals, patients, internal/external
medical/non-medical staff by a variety of means. Provide the above in a
sensitive, confidential and compassionate manner befitting the nature of the
speciality.
Be responsible
for the day to day organisation and management of the Community Dental Service
administrative team including recruitment, 1:1s, monitoring of sickness and
annual leave, Co-ordinate and organise training structure with emphasis on
mandatory training and personal development,escalating any anomalies as per Trust policy.
Attend speciality
meetings to provide information to ensure service targets are met and capacity
shortfalls/demands are highlighted and resolved with the Assistant Patient Service Manager, Patient
Service Manager and lead Consultant. Liaise with
the Assistant Patient Service Manager, with regard to rearrangement of clinics
to ensure demands and capacity are met.
Establish and
maintain statistical data for audit purposes for future planning and service
development.
Be responsible
for submitting all invoices and payments for dental treatment to the finance
department.
Assist clinicians
with administrative tasks e.g utilising IT systems or ensuring paper forms are
completed and sent to relevant departments in a timely manner in line with
service specific standard operating procedures.
To assist with
the investigation and compilation of responses to complaints within optimum
deadlines, ensuring confidentiality is kept intact at all times.
Frequently
receive and respond appropriately to telephone and personal enquiries from
patients, relatives, GDP`s GPs, other consultants and external bodies,
referring enquiries to the consultant/clinical team where necessary. This will require analysis of queries/issues,
making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathy or
reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required in trying to avoid Trust complaints.
Prioritise and
ensure clinical investigations are acted upon appropriately and timely, within
standard operating procedures and meeting KPIs (key performance indicators).
Manage the admin
team to produce accurate clinical and non clinical correspondence in accordance
with Trust standards, prioritising workload.
Use initiative when problems arise by taking appropriate action to
resolve the problems or escalate as appropriate.
Manage CDS
referrals on Electronic Referral Management system accepting, re-directing and rejecting requests
as appropriate. Make the requested appointments, following any special
instructions to ensure the correct staff and equipment are available.
Appointments need to be made within the 18 week patient pathway, sending the
appropriate literature and instructions with these appointments.
To respond fully and promptly to queries from
the Information Department and others requesting information on CDS patient
activity and undertake routine/ ad hoc data validation, always maintaining
patient confidentiality.
To ensure all
duties are undertaken in line with standard operating procedures and to enable
the achievement of Trust and Service specific Key Performance Indicators.
Person Specification
Qualifications
Essential
- NVQ3 or equivalent in Business Administration and ILM qualification or studying for
- RSA 2 typing/word processing or equivalent qualification or experience
- 4 GCSEs grade C or above
Desirable
- IT skills qualifications
- PA/Secretarial
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/patients/relatives using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Professional appearance.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development).
Experience
Essential
- Experience of co-ordinating a team.
- Working to targets.
- Scheduling/Co-ordinating activities and/or resources.
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Customer and patient care.
- Computer software programmes e.g. excel and internet.
Desirable
- Proven experience of supervising a team.
- Previous NHS/healthcare administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/healthcare software systems.
- Experience of working with confidential material.
Knowledge and Awareness
Essential
- Understanding and knowledge of Caldecott/Data Protection Act.
- Knowledge of a range of managerial/secretarial procedures to Diploma level equivalent.
Desirable
- Knowledge of Trust Policies.
Person Specification
Qualifications
Essential
- NVQ3 or equivalent in Business Administration and ILM qualification or studying for
- RSA 2 typing/word processing or equivalent qualification or experience
- 4 GCSEs grade C or above
Desirable
- IT skills qualifications
- PA/Secretarial
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/patients/relatives using tact when required.
- Ability to deal with conflict.
- Good time management skills.
- Ability to engage and motivate others.
- High standard of accuracy.
- High level of initiative.
- Flexibility and able to adapt to change.
- Able to work as part of a team.
- Strong analytical skills.
- Ability to establish and maintain effective working relationships
Personal Attributes
Essential
- Confident.
- Calm under pressure.
- Flexible approach to working arrangements.
- Strong attention to detail and accuracy.
- Self-motivated.
- Professional appearance.
Desirable
- Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development).
Experience
Essential
- Experience of co-ordinating a team.
- Working to targets.
- Scheduling/Co-ordinating activities and/or resources.
- Experience and knowledge of multi-disciplinary team working.
- Secretarial experience.
- Customer and patient care.
- Computer software programmes e.g. excel and internet.
Desirable
- Proven experience of supervising a team.
- Previous NHS/healthcare administrative role.
- Experience of working with patients requiring health care.
- Experience with NHS/healthcare software systems.
- Experience of working with confidential material.
Knowledge and Awareness
Essential
- Understanding and knowledge of Caldecott/Data Protection Act.
- Knowledge of a range of managerial/secretarial procedures to Diploma level equivalent.
Desirable
- Knowledge of Trust Policies.
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).
