About this role
Job summary
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.
About us
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Job description Job 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 patients 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 Services 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 patients 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.
Person Specification
Experience Essential
Administration Experience Good communicator Customer Service Experience of using Microsoft Office (Word and Excel)
Desirable
Experience working in a dental environment Experience of Experience of minute taking/typing minutes
Qualifications Essential
Good standard of general education
Desirable
Business Administration Level 2 or above
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name The Royal Wolverhampton NHS Trust
Address Phoenix Health Centre
Wolverhampton
WV4 6ED
United Kingdom
Employer's website https://www.royalwolverhampton.nhs.uk/ (Opens in a new tab)