GA/Referrals Administrator

Job summary

Up to 37.5 hours per week

An exciting opportunity has become available within our team for a Band 3 Referral/GA Administrator, this position is a temp position to cover mat leave

This role will include supporting the referral process under the supervision of the Admin Team Leader working in a busy office environment implementing referral policies and procedures essential for the growth and delivery of our expanding Dental Service, covering reception and telephones as and when needed.

This role will include General Anaesthetic (GA) Administration duties which will require the applicant to participate in covering duties in partnership with University Hospitals Plymouth including ordering of patient notes from Plymouth and Cornwall, creating theatre lists, booking GA assessment clinics and general office duties. Also included in this role will be dentist recalls, following up on safeguarding of adults and children, as well as working closely with the management team.

This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.

Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.

All Livewell staff are expected to be able and willing to work across a 7-day service.

Job share(s) considered.

Main duties of the job

To deliver an effective and competent level of administrative support and consistently deliver a patient focussed service which promotes good customer service and effective working relationships.

You will be responsible for assisting with our triage process and co-ordination of the patient referrals incoming to the department to be processed.

You will be responsible for providing daily administrative support in the allocated service area ensuring service priorities are met for example: maintaining patient records, booking appointments, minute taking, data inputting/reporting and reception duties.

You will be responsible for co-ordinating the general anaesthetic community dental pathway ensuring the patient is managed appropriately.

About us

Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values, kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.

We prioritise employees' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.

Details

• Date posted: 24 June 2026
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £25,760 to £27,476 a year pa, pro-rata
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Full-time, Part-time, Job share, Flexible working
• Reference number: B9832-2026-AC-1974
• Job locations: Plymouth Community Dental Services, The Dental Access Centre, 1a Baring Street, Plymouth, Devon, PL4 8NF, United Kingdom

Job responsibilities

To deliver an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships.

You will be responsible for the triage and co-ordination of the patient referrals incoming to the department to be processed.

To be responsible for providing daily administrative support in the allocated service area ensuring service priorities are met for example: maintaining records, minute taking, data inputting and reception duties.

You will be responsible for co-ordinating the general anaesthetic community dental pathway ensuring the patient is managed appropriately.

Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs.

Working proactively to support team. Ability to work on own and proactively as part of a team.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.

Key Tasks and Responsibilities of the Post

Management of service

To assist with non-clinical triaging of all referrals received, monitor all current waiting lists.

Keeping all dental staff up to date with waiting list information and when next available appointments for each clinician

Keeping clinicians recalls up to date on a monthly basis and dealing with Was Not Brought (WNB) and Failed to Attend (FTA) and reporting of any safeguarding issues to the Lead Clinicians.

To coordinate the monitoring and data collection of GA and epidemiology lists.

Ordering and tracing of Patients notes.

Organising GA theatre list and GA Pre assessment clinics

To act as an initial point of contact for all external enquiries from members of the public, health professionals and representatives from a range of organisations, and respond appropriately.

To help support the use of an electronic scheduling.

Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery

Responsible for stationery stock control, including ordering to ensure adequate resources available for the service

To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone and face to face.

To ensure all relevant administrative information is up to date and available for reference

To help administer waiting list requests, being proactive in the staffing of them and maintaining regular communication with the relevant parties and keeping an accurate record of events, being proactive of the service delivery

To maintain a log of issues/actions on a daily basis

To be part of a team delivering an efficient and effective service and be prepared to cover for other staff during sickness and holidays

To maintain confidentiality and integrity at all times

To actively participate in own learning and development.

To contribute to appraisals, development and related activities.

Any other reasonable duties commensurate with the job as requested by the management.

Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service.

Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate

Collect, collate and prepare information for service area users with support of Admin Manager.

Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.

Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Ensure that all office support services e.g. post, fax, filing, photo copying, are delivered in a timely manner.

Staff management & development

Demonstrate own activities to new or less experienced employees.

Financial management

To process all daily patient payments and banking

To support the line manager with banking and remittance service

Monitor stock e.g. stationery and order supplies as required within the business area.

Undertake surveys or audits as directed.

Physical Effort:

Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.

May have to occasionally move presentation equipment and office supplies or clinic consumables.

Mental Effort

Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy.

The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines.

Emotional Effort

There may be some exposure to service users who may exhibit difficult & challenging behaviours.

Working conditions

Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.

The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Key Behaviour Competencies:

Working together

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Recognise and remove barriers to action

Create an open and positive learning culture

Learn from mistakes & ask others for support where necessary

Be aware of ones own behaviour, values, attitudes, strengths and weaknesses.

Ability to reflect on ones behaviour and change them.

Uphold the values and be proud to be part of the organisation

Ensure appearance is professional & name badge visible

Act With Integrity

Be honest and do what you say you will do

Take responsibility and be accountable for your actions

Guard and build the organisations reputation

Take into account the human and social impact of our work

Treat everyone in a friendly, courteous manner; smile & make eye contact

Building Success Together

Be compassionate and accepting of others.

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Agree on our goals and see them through

Treat each other with dignity and respect

Learn from each others experiences

Understand and recognise each others contributions of being of equal value

Be prepared to challenge the status quo

Contribute to the organisations success

Stretch the boundaries of personal performance

Look for better ways of working to achieve improvements

Caring for patients

Aim to meet the needs of our patients and partners in care

Use initiative to enhance care in innovative and imaginative ways

Respect individual cultural differences; challenge bias & prejudice

Provide a high quality and safe service for patients

Maintain privacy and ensure confidential information is kept safe

Question poor practice, process & behaviour

Health and Safety at Work and Infection Control

The post holder is required to take reasonable care for his/her own health and safety and that of other persons who may be affected by his/her acts of omissions. The post holder is also required to ensure that all staff under his/her control adheres to relevant statutory regulations, policies, department safety procedures, COSHH.