This is a temporary position covering maternity leave within the Admin Team for referral and GA administration.
This role may not be eligible for sponsorship under the Skilled Worker route.
Job Responsibilities
* Support the referral process under the supervision of the Admin Team Leader and implement referral policies and procedures.
* Provide General Anaesthetic (GA) Administration duties: order patient notes, create theatre lists, book GA assessment clinics, and undertake general office duties.
* Assist with triage and coordination of patient referrals to the department.
* Maintain patient records, book appointments, take minutes, input data, report, and perform reception duties.
* Coordinate the general anaesthetic community dental pathway and ensure patients are managed appropriately.
* Typing confidential reports and letters from hard copy and/or dictation.
* Support the team proactively and work independently and as part of a team.
* Maintain accurate updates and logs of events such as waiting lists, patient recalls, safeguard issues, and application status.
* Order and trace patient notes, organise GA theatre lists and pre‑assessment clinics.
* Act as initial point of contact for external enquiries from patients, carers, and health professionals.
* Assist with electronic scheduling and handle telephone & face‑to‑face enquiries, providing information and prioritising queries.
* Control stationery stock and order supplies as required.
* Communicate changing situations clearly to relevant parties via telephone and face‑to‑face.
* Ensure administrative information is up‑to‑date and available for reference.
* Assist with waiting list requests, proactively manage staffing and maintain accurate records.
* Maintain a log of daily issues and actions.
* Provide coverage for other staff during sickness and holidays.
* Maintain confidentiality and integrity at all times.
* Participate in own learning, development, appraisals, and related activities.
* Support the reception area as the first point of enquiry and sign‑post relevant information.
* Handle telephone, email, and written queries on behalf of the service area.
* Collate and prepare information for service area users with support from the Admin Manager.
* Maximise use of electronic systems (Microsoft Office, patient record systems).
* Ensure compliance with Data Protection and record‑management policies.
* Submit daily patient payments and banking; support the line manager with banking and remit service.
* Monitor and order stock, undertake surveys or audits as directed.
* Provide post‑office support services (post, fax, filing, photocopying) timely.
* Demonstrate own activities to new or less experienced employees.
Physical Effort
Frequent sitting & standing, keyboard input most of day, light lifting of case notes, occasional moving of equipment.
Mental Effort
Frequent concentration required when inputting data, typing documents, making appointments, processing records with accuracy.
Emotional Effort
Exposure to service users who may exhibit difficult behaviours.
Working Conditions
Exposure to unpleasant conditions is rare, occasional verbal aggression, use of VDU for majority of time.
Person Specification
Skills & Abilities
* Clear communicator with good writing, typing, data entry and telephone skills ensuring accuracy.
* Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
* Ability to prioritise own workload
* Ability to work effectively as part of a team.
* Ability to use initiative organising own workload to set deadlines within the scope of role
* Organised, efficient and accurate
* Flexible and adaptable willing to learn new skills
* Able to analyse problems and initiate appropriate solutions effectively
* Able to apply tact and sensitivity to establish trust and support
Experience
* Substantial experience of working in an administrative environment using computerised data systems.
* Experience of working in a health or social care office environment.
* Experience of supervising other staff members
Qualifications
* Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
* NVQ 3 in Business Administration or equivalent
Knowledge
* Working knowledge of Microsoft Office including Word and Excel
* Understanding of confidentiality & data protection act
* Able to build effective working relationships with customers and colleagues/staff
* Knowledge of IPIMS.
* Understanding of Data Protection legislation
* 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 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.
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