Job responsibilities
Dental Administrators are required to provide a quality telephone call handling, reception and appointment service and assist professional staff with clerical and administrative duties and to support the organisation in ensuring that the Dental Education Facility (DEF) is efficiently organised.
Key accountabilities:
This post contains a range of duties requiring a variety of skills. The post involves liaising with professionals in healthcare, facilities, support staff and members of the public as well as Peninsula Dental School Staff, PDSE Staff and Dental Students.
Carry out general administrative duties and provide administrative support in the organisation and running of the DEF.
To carry out reception duties including dealing with staff, dental students, patients. and their carers, both in person and on the telephone, in a courteous and efficient manner.
To ensure that all information relating to patients, staff and students gained through DEF employment is kept confidential.
Assist with the administration of patient satisfaction questionnaires, research and audits.
To undertake any necessary training in support of the duties of the post holder.
Responsible for ordering stocks and supplies using an electronic ordering system.
Processing of card payments including routine auditing of card payment terminals and end of day reconciliation.
Organises tasks and activities, including maintaining the appointment diary, to maximise effective use of clinical time and patient treatment.
Reporting of untoward incidents and complaints.
Generate patient reports to assist with the management of the patient administration system and clinical appointment diaries.
Undertakes the responsibilities of a key-holder including opening and closing of reception areas.
Apply PDSE and any other departmental policies and procedures to work practice.
Assist with PDSE and/or Peninsula Dental School activities such as open. days, student assessments and national health campaigns.
The post holder will be required to work at or attend meetings at all of the DEFs.The post holder will be required to attend training at locations away from their main place of work.
Assist with additional tasks such as First aid at work and Safeguarding of Children and Vulnerable adults.
Ensuring that all shared working areas are maintained in line with relevant working processes and procedures.
Measures of success:
Demonstrable attention to detail.
Successful outcomes to items listed in role summary and other delegated tasks.
Successful delivery of key priorities and objectives agreed with manager and as part of the performance development review.
Positive customer feedback.
Meets deadlines.
Manages competing demands.
Knowledge, Education and Training:
5 GCSEs grades A-C or NVQ II or equivalent, or able to demonstrate the skills, knowledge and ability to work to this level.
Fluent in written and spoken English language.
Good, effective written and verbal communication skills.
Understanding of confidentiality and measures to implement it.
Willing to undertake further training.
Experience:
Experience of working with people in a public-facing environment (preferred not essential).
Knowledge and experience of using Microsoft Office, Word and E-mail.
Skills:
Excellent communication and interpersonal skills.
Ability to deal with patients who have language difficulties, may be anxious or irate while remaining calm.
Ability to cope well under pressure and be able to solve non-routine problems and enquiries in a busy environment.
Ability to be assertive and use own initiative in sensitive circumstances.
Understanding of the issues surrounding confidentiality.
Ability to work well as part of a team.
Good organisational skills with the ability to plan and prioritise tasks.
Willingness to work flexibly to meet the needs of the School.
Behaviours:
Demonstrates self-leadership.
Demonstrates enthusiasm and commitment at all times.
Demonstrates commitment and support to PDSE, to PDSE managers and to colleagues.
Uses initiative to start and complete tasks without direct supervision.
Takes ownership of tasks.
Can do and positive attitude with a self-starting nature.
Uses own expertise and uses it to develop others.
Supports others to achieve goals.
Forms good working relationships with colleagues to achieve successful outcomes.
Ability to manage multiple tasks and competing demands.
Uses full range of knowledge of dental procedures, including any specialist. knowledge, to support patient care.
Other:
This job description provides a general reflection of the key accountabilities associated with the post, it is expected that the role holder will undertake any other reasonable activities to assist in efficient service delivery.
This job description is not exhaustive and may change as the post develops, but such change will not take place without consultation between the post holder and his/her manager.
Normal working hours are 0845 to 1700 Monday to Friday, however on occasions to meet business need you will be required to work revised hours, typically between 0800 and 1800.
The Working Time Regulations apply to all employees of Peninsula Dental Social Enterprise(CIC) In particular Peninsula Dental Social Enterprise(CIC) will not permit staff in all employments to work in excess of 48 hours in any one week except where there are exceptional service needs where an absolute limit of averaging over a reference period of 17 weeks would apply.
