Referrals Administrator/Receptionist

Job description

Job responsibilities

Administrative support for the SCD Service

The post holder will need to have excellent attention to detail due to the accuracy required for inputting confidential patient data

Must be confident in the use of Microsoft Office applications including Word and Excel

Answer the SCD phoneline during open hours. Process SCD referrals using the bespoke referral system

Deal with day-to-day queries using own initiative to resolve issues within guidelines

Input and update data. The ability to prioritise and organise own workload in an efficient and accurate manner. Good organisational skills and able to pay particular attention to detail

Maintain filing and a retrieving system for earlier files

Handle inquiries from the general public, members of the dental and medical profession and other disciplines within the NHS. Liaise between the service and other departments within the Trust

Using initiative with regard to referrals received from General Dental Practitioners. Forwarding referrals to the appropriate clinic, or where appropriate, issuing of booking, compiling referral letters and liaising with the dentists/oral surgeons. Ensuring all the appropriate information and case notes are available

Communication:

Good written and oral communication skills are essential

Liaise and communicate with work colleagues, patients, management teams and other healthcare professionals

Possess good interpersonal skills, e.g. tact, sensitivity, ability to listen and to be assertive at times

Keep accurate and complete records of data collected

Ability to be discrete and maintain high levels of confidentiality

Give appropriate advice when necessary, on the administration process

Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation. Contribute to CCS external communication strategies working with the Head of Communications to raise awareness and promote the reputation of CCS services

Patient and Public Engagement

To contribute to ensure that CCS responsibilities to engage and consult with patients and the public are met in line with statutory requirements

People Management

Maintain own professional development and requirement to take part in appraisal and the KSF process

Clinical and Practice Governance

Observe and maintain strict confidentiality with regard to any patient/family/staff/records and information in line with the requirements of the Data Protection Act

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to CCS Information Governance and Information Security Policies

The post holder must adhere to the CCS risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures. Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services, (CCS).The post holder must participate in audits as required

Provide patients and their families /carers with information on standards they should expect from the team

The post holder is required to participate in relevant emergency preparedness process for their team

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures

Person Specification

Qualifications and Training

Essential

• GCSE, English and maths grade C and above or equivalent
• Equivalent experience

Desirable

• Relevant Admin Qualification

Experience

Essential

• Post Holder must have a degree of experience in the field of Administration
• Experience of answering telephone calls in a busy high volume call environment

Desirable

• Knowledge of Dentally software

Knowledge and Skills

Essential

• Excellent communication/interpersonal skills.
• Advanced keyboard skills, ability to communicate through IT systems using packages such as Word, outlook and excel
• Customer care experience

Desirable

• Previous experience within the NHS

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

Cambridgeshire Community Services NHS Trust

Address

Nash House

17 Portman Road

Ipswich

IP12BP

Employer's website

https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)