Job summary
An opportunity has arisen for a highly motivated and
enthusiastic individual to join the Community Dental Service administration
team.,
We
are looking for a conscientious and adaptable person to work with the service.
As part of our team, you will be helping to provide an efficient and
comprehensive secretarial service to the Clinical Director and
Consultants in Special Care & Paediatric Dentistry and our
team of healthcare professionals. Experience of providing administrative
support is essential.
Previous
experience in a healthcare setting would be an advantage however full training
will be given on our in-house IT systems.
Applicants
should be able to demonstrate excellent organisation skills, the ability to
work on their own initiative as well as part of a team and an ability to
prioritise and problem solve. The role ideally suits candidates looking for a
career in healthcare administration with a keenness to learn.
Applicants
should display excellent communication skills as the post holder will be
liaising with staff at all levels.
This
is an excellent opportunity for the right candidate to join our team with
hybrid models of work available.
If
you would like to discuss informally if this is the right role for you, get in
touch with Recruiting Manager which can be found on the top right-hand side of
the advert.
Main duties of the job
You will be required to ensure a smooth and
efficient service for patients throughout their pathway and follow up care. The
post holder will have regular contact with patients and provide administration
and typing support to the team, in addition to supporting the Dental Management
Team with tracking and validation of patient pathways to achieve the National
18-week Referral to Treatment (RTT) target.
The candidate should be well-organised, have an
excellent telephone manner, ability to cope under pressure, have good
communication skills and be computer literate.
About us
At Herefordshire and Worcestershire Health and Care NHS
Trust, we are working together to deliver outstanding care. We run community hospitals and community health
services across Worcestershire and provide mental health and learning
disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people
of all ages, experiencing both physical and/or mental health conditions from
over 100 sites.
We will support you to thrive; offer flexible working
options for a great work-life balance, help you fulfil your ambitions, and
empower you to make positive changes within your team or service. Its why we
were named Large Apprenticeship Employer of the Year award at the 2022
Worcestershire Apprenticeship Awards. We
value diversity and encourage applications from people of all backgrounds, cultures,
and ethnicities.
What we offer
- 27 days leave plus bank holidays,
increasing up to 33 days with long service
- Generous NHS pension and enhanced
pay when you work unsocial hours
- Flexible and agile working
opportunities
- Great maternity, paternity, and
adoption support
- Wide range of staff networks such
as LGBT+ and ENRICH (Equality Network for Race Inclusion and Cultural Heritage)
- Health service discounts and
online benefits including excellent cycle to work and car salary sacrifice
schemes
- Health and wellbeing
opportunities
If you would like to know more, please visit our careers website.
Job description
Job responsibilities
- Make arrangements for appointments as
required. Maintain a diary and appointment system for Paediatric and Special
Care Consultants.
- Make
arrangements for special appointments for patients/relatives, consultations in
the clinic, home and General Anaesthetic appointments as required.
- Handle
telephone enquiries regarding appointments.
- Act
as a liaison between and respond to enquiries from, the Clinicians, other
Community and Hospital staff, other health personnel, and members of the
public.
- Handle
telephone enquiries regarding appointments/cancellations referring where
necessary to the appropriate person and acting within the guidelines laid down.
- Undertake
the administration and secretarial aspects of the multi-disciplinary meetings,
as required, including supporting the administration and the servicing of
meetings
- Undertake shorthand/audio/copy typing
duties including reports, clinic letters, discharge summaries and other
confidential documentation. Some self-generated non-routine correspondence may
be required.
- Ensure
patient notes are filed at the earliest opportunity to ensure that patient case
notes are as accurate and up-to-date as possible.
- Undertake
other general office duties.
- Attend
service and clinical meetings, as required, and provide feedback to colleagues.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Job description
Job responsibilities
- Make arrangements for appointments as
required. Maintain a diary and appointment system for Paediatric and Special
Care Consultants.
- Make
arrangements for special appointments for patients/relatives, consultations in
the clinic, home and General Anaesthetic appointments as required.
- Handle
telephone enquiries regarding appointments.
- Act
as a liaison between and respond to enquiries from, the Clinicians, other
Community and Hospital staff, other health personnel, and members of the
public.
- Handle
telephone enquiries regarding appointments/cancellations referring where
necessary to the appropriate person and acting within the guidelines laid down.
- Undertake
the administration and secretarial aspects of the multi-disciplinary meetings,
as required, including supporting the administration and the servicing of
meetings
- Undertake shorthand/audio/copy typing
duties including reports, clinic letters, discharge summaries and other
confidential documentation. Some self-generated non-routine correspondence may
be required.
- Ensure
patient notes are filed at the earliest opportunity to ensure that patient case
notes are as accurate and up-to-date as possible.
- Undertake
other general office duties.
- Attend
service and clinical meetings, as required, and provide feedback to colleagues.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Person Specification
Qualifications
Essential
- OCR/RSA 3 or equivalent in Text / Word Processing
- Relevant Level 3 Medical Secretary qualification (e.g. AMSPAR Medical Terminology) OR relevant Level 2 Medical Secretary qualification (e.g. AMSPAR Medical Terminology) with considerable recent Medical Secretary experience and will be expected to undertake the Level 3 qualification on appointment to post
- GCSE (Grade A-C) or equivalent in English language
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer
Desirable
Experience
Essential
- Minimum of 2 years Administrative / Secretarial experience
Desirable
- Previous, relevant experience in
- an NHS environment
- Minute taking experience
Knowledge
Essential
- Knowledge of a range of Administrative / Secretarial procedures
- Detailed knowledge of Microsoft Office: Word / Excel/ Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate effectively in English in both verbal and written formats
- IT Skills. These will be tested at interview
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
Desirable
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
- Ability to meet the travel requirements of the role
Person Specification
Qualifications
Essential
- OCR/RSA 3 or equivalent in Text / Word Processing
- Relevant Level 3 Medical Secretary qualification (e.g. AMSPAR Medical Terminology) OR relevant Level 2 Medical Secretary qualification (e.g. AMSPAR Medical Terminology) with considerable recent Medical Secretary experience and will be expected to undertake the Level 3 qualification on appointment to post
- GCSE (Grade A-C) or equivalent in English language
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer
Desirable
Experience
Essential
- Minimum of 2 years Administrative / Secretarial experience
Desirable
- Previous, relevant experience in
- an NHS environment
- Minute taking experience
Knowledge
Essential
- Knowledge of a range of Administrative / Secretarial procedures
- Detailed knowledge of Microsoft Office: Word / Excel/ Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Skills & Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate effectively in English in both verbal and written formats
- IT Skills. These will be tested at interview
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
Desirable
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
- Ability to meet the travel requirements of the role
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.
