Job summary
Employer heading
Dental Administrator/Receptionist
Band 3
Job overview
Would you like the opportunity to work as a valuable team member as part of the HDFT Community Dental Services (HDFT CDS). If so then now is the right time to join
The post holder will be responsible for reception and administrative work required in support of the day to day operation of the dental clinics. To provide administration support to the clinicians and Integrated Management Team i.e. typing letters, maintaining spread sheets managing wait lists.
The post holder will be required to travel to provide reception and administrative support at other clinics in the locality and for initiatives such as audits and clinical governance undertaken on a countywide basis.
Main duties of the job
We are looking to recruit an Receptionist / Administrator to work in Harrogate and District Foundation Trust Community Dental Service, based at Kingswood Dental Clinic, Harrogate. It is a full time post, working 37.5 hours Monday - Friday
The post holder will be responsible for reception/administrative clerical duties for the day to day operation of the dental clinic covering all aspects of reception and administrative duties as outlined in the job description for patients, both children and adults, including those who may have special needs or dental phobia.
This role has a large emphasis on administrative duties out with the receptionist element, to ensure that the patient pathway is as effective as possible and there may be some service wide administrative duties that will be carried out as part of this role.
You will need excellent administrative knowledge and computer skills and have attention to detail to tasks. A high degree of confidentiality, sensitivity, discretion and tact is required.
In addition you must be able to demonstrate excellent communication skills both verbal and written. You will be active and through your interpersonal skills you should be able to crisis manage and actively problem solve without direct supervision.
Working for our organisation
At Harrogate and District NHS Foundation Trust we provide ‘outstanding’ care to both our patients and our staff. We support staff through benefits, health and wellbeing initiatives and opportunities for personal and professional development.
An inclusive and supportive culture – our Trust encourages staff to bring their whole selves to work and active Staff Networks identify areas for improvement.
Staff Recognition - as well as regular appraisals, we recognise staff with our Making a Difference, Team of the Month Awards & Colleague Recognition Awards Employee Support and wellbeing - we have a comprehensive Employee Assistance Programme and counselling service for employees.
North Yorkshire and York is an area of outstanding natural beauty with a varied landscape of moors, dales and a spectacular coastline, quaint villages, historic market towns and cities.
Detailed job description and main responsibilities
- Greeting patients and visitors into the dental clinic and complete relevant paperwork required for the dental appointments
- Booking of emergency appointments across the service following set guidelines
- Assists the Performance and Quality Lead in reviewing current administration systems within the department, ensuring that any necessary changes enhancing service provision are undertaken
- Manage electronic diary booking system appropriately i.e. making amendments to rotas, inputting Rosters on the system
- Arrange meetings to include booking rooms, ensuring all necessary equipment is available
- Informal minute taking, forming agenda’s and co-ordination of meetings
- Financial duties i.e. banking, reconciliation, statements and follow up bad debts
- Collection of data i.e. to support audit
This post involves dealing with enquiries and talking to patients and the general public, both face to face and on the telephone. Some individuals may exhibit emotionally and/or physically challenging behaviour. Whilst all contacts should be treated with respect and courtesy, no member of staff is expected to tolerate abusive or aggressive behaviour, and should report such incidents as per policy.
For further information on this position please see the Job Description attached.
Person specification
Education, Qualifications & Training
Essential criteria
- Good general education with skills in written and oral English and basic maths
- 5 GCSE’s or equivalent
- NVQ level 3 Business Administration or equivalent experience
Desirable criteria
- • ECDL or equivalent IT qualification
Experience
Essential criteria
- Cash-handling and basic financial record-keeping
- Experience of clerical and administrative duties
- Excellent IT skills Including use of Microsoft Outlook and using Excel Spreadsheets regularly
- Previous Experience of booking oupatient appointments
Desirable criteria
- Experience of working with people with challenging behavior/special needs
- NHS Experience
- Customer Care Experience
Knowledge
Essential criteria
- Computer Literate
- Ability to maintain confidentiality at all times
- Numerate
- Experienced in use of patient or clinical record system
Desirable criteria
- Knowledge of dental procedures and terminology
- Experience/knowledge of working with people who have special educational needs and disability(SEND)
- Knowledge of dental electronic patient record systems
Skills and Aptitude
Essential criteria
- Ability to liaise with staff at all levels
- Good organisational skills and organised approach to work
- Excellent communication skills
- Good Interpersonal skills
- Ability to work autonomously in a busy working environment
- Confident dealing with a busy phone system
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Lisa Brownbridge
- Job title
- Service Improvement and Performance Lead
- Email address
- [email protected]
- Telephone number
- 07825857583
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