Job Summary
An exciting opportunity for a Band 3 Referral / GA Administrator on a temporary basis covering maternity leave.
Job Responsibilities
- Support the referral process under the supervision of the Admin Team Leader in a busy office environment.
- Implement referral policies and procedures for the growing DentalService, covering reception and telephone duties as required.
- Perform General Anaesthetic (GA) administration duties in partnership with University Hospitals Plymouth, including ordering patient notes, creating theatre lists and booking GA assessment clinics.
- Manage dentist recalls, safeguarding adults and children, and work closely with the management team.
- Provide daily administrative support across the allocated service area, ensuring service priorities are met: maintaining patient records, booking appointments, minute‑taking, data inputting/reporting and reception duties.
- Coordinate the general anaesthetic community dental pathway to ensure appropriate patient management.
- Type confidential reports and letters supplied via hard copy or dictation, adhering to quality and confidentiality standards.
- Proactively support the team, working independently and as part of a team when required.
- Maintain station‑ery stock control and order supplies to keep resources available.
- Deal with telephone and face‑to‑face enquiries from staff, patients, relatives and carers, providing information and prioritising queries.
- Assist with electronic scheduling, ensuring efficient use of Microsoft Office and patient record systems.
- Communicate changing situations clearly and concisely to relevant parties via telephone and in person.
- Ensure all administrative information is up to date and available for reference.
- Participate in learning and development activities, contribute to appraisals and related activities.
- Carry out any additional reasonable duties as requested by the line manager.
Person Specification
Experience
- Substantial experience in a busy administrative environment using computerised data systems.
- Experience working in a health or social care office environment.
- Experience supervising other staff members.
Skills & Abilities
- Clear communicator with strong writing, typing and data entry skills, ensuring accuracy.
- Ability to prioritise workload and work effectively as part of a team.
- Organised, efficient, adaptable, and willing to learn new skills.
- Analytical thinking, problem‑solving, and initiative in organising workload and meeting deadlines.
- Appropriate use of tact and sensitivity to establish trust and support.
Qualifications
- NVQ Level 3 in a relevant subject or equivalent qualifications and significant experience.
- NVQ Level 3 in Business Administration or equivalent.
Knowledge
- Working knowledge of Microsoft Office (Word and Excel).
- Understanding of confidentiality and data protection legislation.
- Ability to build effective working relationships with customers and colleagues.
- Knowledge of IPIMS.
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check for any previous convictions.
Full-time, Part‑time, Job share, Flexible working
