Administrator

Job overview

We have two part‑time, 12‑month fixed‑term positions available, each for 22.5 hours per week as follows:

Wednesday, Thursday and Friday 8.30am - 5.00pm, location to be confirmed

We are seeking a well‑organised and motivated individual to join our team, someone with strong interpersonal skills and a positive, welcoming attitude toward our patients. You should be reliable, able to communicate effectively and confident in managing your workload independently.

Flexibility is essential, as you will be required to work across sites in line with the needs of the Service.

Experience in an administrative role is required, including accurate data entry, proficiency in Microsoft Excel and the ability to carry out a range of routine office and clerical duties.

Main duties of the job

Duties of the role will include, but are not limited to, providing routine administrative and reception support, including covering reception areas, answering telephone enquiries, taking messages, basic diary support and data entry.

An important part of the role will involve supporting referral processing activities, including receiving referrals, entering referral information accurately onto electronic systems and ensuring records are kept up to date in line with service procedures. This will require the use of REGO online software as part of day‑to‑day duties. Training will be provided; however, accuracy, attention to detail and adherence to guidance are essential.

You will also be required to update the Service’s electronic records system (R4+), including entering referrals and maintaining patient records accurately and in a timely manner and in accordance with data protection and confidentiality requirements.

The role will include routine administrative tasks such as collating information, updating spreadsheets and maintaining basic records, therefore experience of Microsoft Office, particularly Word and Excel, is essential.

In addition, you may be required to assist with the transportation of paperwork to external organisations, particularly relating to the Mobile Service and Epidemiology, following agreed processes.

Flexibility is essential, as you will occasionally be required to work across three community clinic settings to support service delivery.

Detailed job description and main responsibilities

Responsibility for ensuring the efficient day to day running of a Dental clinic in relation to administrative, clerical and reception duties.

Required to work across various Service clinics to meet Service needs.

Ability to manage work without direct supervision on a day-to-day basis. To plan and organize workload and prioritize in order to meet deadlines.

To have responsibility for maintaining and updating patient’s records using a dental software system (R4+)

Provision of clerical support for Clinical staff based at Dental Clinics, particularly in relation to paperwork associated with provision of dental services from a mobile dental unit.

To complete all data entry required for contract monitoring.

To arrange appointments using dental knowledge to assess patient needs and allow appropriate time required for the clinician. Training will be provided in this area.  To ensure recalls are sent at monthly intervals.

To triage patients using a set triage procedure. To use base level theoretical knowledge of dental service to determine the appropriate course of action and provide basic clinical advice when necessary, following the Service’s triage procedure, and to know when to seek advice from a dental nurse or clinician.

To utilize interpersonal skills & tact where there are barriers to understanding to determine patients clinical need and prioritize their booking.

To be able to respond appropriately to patients with challenging behavior / extreme dental anxiety, which may result in unusual behavior.

Ability to receive complex and sensitive information from parents / carers and other clinical resources in relation to patients who have special needs, are medically compromised or have a communication barrier. To understand and maintain principles of confidentiality.

To be the first point of contact in dealing with patients (adults and children) who have special needs, are medically compromised or have a communication barrier.

To arrange, organize, co-ordinate and prepare for epidemiology surveys as required.  Liaise with school administration staff and to arrange sessions convenient to both schools and clinic.

Responsibility for data entry of record sheets following dental epidemiology surveys.

To assist with the administration of surveys.

To receive and record transactions involving patient’s fees and banking money following the cash handling policy.

Monitor stock of stationery and order as required.

To receive and advise expected and unexpected callers in person or on the telephone.

To distribute and collect post internally, and to send and record of external post.

Participation in induction programme for new starters within Dental Service e.g. providing advice, demonstrating best practice and workplace routines.

To participate in Clinical Governance and Clinical Audit arrangements.

To take part in mandatory training sessions, and present evidence at yearly appraisals in line with the KSF for their role.

To wear a staff uniform and Identification badge.