Main area Community & Special Care Dentistry Grade NHS AfC: Band 3 Contract Fixed term: 24 months (until 31/12/2026) Hours Part time - 22.5 hours per week (Working days are Monday, Thursday & Friday) Job ref 190-8724-DIR
Employer Sheffield Teaching Hospitals NHS Foundation Trust Employer type NHS Site Firth Park Clinic Town Sheffield Salary £24,071 - £25,674 pa pro rata for part time staff Salary period Yearly Closing 09/02/2025 23:59 Interview date 20/02/2025
Central Referrals Co-ordinator/Administrator
NHS AfC: Band 3
We are committed to helping our staff balance their work and home lives and ensure they feel supported, valued and appreciated. We offer many different ways of helping staff including career development opportunities, flexible working, good annual leave and pension schemes, health and wellbeing packages, and financial support systems. Joining the Trust also allows you access to a number of saving options via our salary sacrifice schemes and a wide range of discount opportunities with retailers and service providers.
Job overview
Process all patient referrals into Community & Special Care Dentistry (CSCD), ensuring they meet acceptance criteria and are managed in a timely and efficient manner.
Provide support, advice and information for clinical staff and management in order to maintain quality services, providing data to support service delivery and clinical need.
Work collaboratively across all specialties within Charles Clifford Dental Services to ensure seamless inter departmental referrals.
Provide administration and secretarial support to the city-wide service, including the preparation of letters, documents, reports and the directorate newsletter.
Main duties of the job
1. Receive, assess and process referrals against acceptance criteria.
2. Ensure all referrals are managed and monitored in accordance with service timescales and policies.
3. Support referred patients through the process establishing any special requirements, e.g. transport, interpreter services.
4. Prepare and maintain patient’s records and databases to support clinical assessment/appointments and tracking the patient journey.
5. Communicate with clinical leads with regard to referral trends, waiting lists and help facilitate efficient clinic utilisation.
6. Provide reports, data and information to support the programming and management of the service.
7. Provide secretarial support to the city-wide service, including the preparation of letters, documents, reports.
8. Initiate, prepare and process dental invoices.
9. Liaise with cashiers and sales ledger for patients who have outstanding debt.
10. Maintain accurate records in relation to invoicing and debt collection.
11. Update staff records on ESR.
12. Administrative duties involved in the processing and receipt of requisitions, liaising with procurement and clinical teams.
13. Complete and submit staff overtime and extra duty payment forms to the relevant human resources department.
14. Reconcile staff details between databases by cross-referencing with other data sources and Human Resources.
15. Support and facilitate meetings, including preparation of agendas, arranging venues and taking and typing minutes.
Working for our organisation
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Community & Special Care Dentistry are the main provider of special care dentistry in Sheffield. The service provides dental care in community settings for children and adults who have difficulty accessing dental treatment in general dental practice or who require special care dentistry on a referral basis.
The department works closely with the Charles Clifford Dental Hospital across the primary secondary interface in the provision of consultant led services on referral, including in-reach specialist care within the hospital. We also support undergraduate dental students, clinicians, senior clinicians and specialists in the delivery of dental care.
Detailed job description and main responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
This vacancy is advertised on a fixed term contract basis for the maximum period until 31/12/2026. Where there is potential, the secondment/fixed term contract may finish early, or in the first instance, the secondment/fixed term contract may be extended due to the internal/external secondment of the substantive post holder. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts and secondments in relation to the substantive post holder.
Please also note any secondment must first be agreed with your current line manager.
Person specification
Education and Qualifications
* GCSE (or equivalent) in English and Mathematics, at grade C/4 or above (or Equivalent demonstrable experience)
* NVQ Level 3 qualification (or equivalent experience) in office or business management (or relevant subject)
* RSA level II typing or IT qualification.
Experience
* Relevant experience of working in an NHS out-patient setting.
* Experience of communicating with diverse client groups and referral agencies.
* Working as part of a healthcare team.
* Experience of managing and setting up monitoring systems to record information.
* Experience of facilitating meetings and taking and typing minutes.
* Proven resilience in meeting objectives and deadlines.
* Experience of working in a dental setting.
Skills & Knowledge
* Knowledge of Community & Special Care Dentistry referral pathways.
* Knowledge of Microsoft Office packages.
* Able to understand, demonstrate and maintain confidentiality and security within the service, along with the ability to process personal details in an appropriate and sensitive manner.
* Confidence to enter information directly onto documentation which is auditable, requiring a very high level of accuracy.
Personal Qualities
* Written and oral communication skills.
* Ability to work independently and as part of a team.
* Ability to prioritise and solve problems effectively.
* Demonstrate a commitment to patient centred services.
Candidates are advised to read the attached guidance on using AI technology. When you complete your application, you are required to declare that the information in your application form is true and complete. The personal statement is exactly that; personal.
When selecting to apply via NHS Jobs, you will be redirected to our preferred recruitment system called Trac. You will be asked to create and submit your application via the Trac recruitment system.
You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. All communications should be sent via your Trac system account.
If you are offered employment at Sheffield Teaching Hospitals your information will be transferred from the Trac recruitment system into the national NHS Electronic Staff Records system. In addition, in submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
Please note, all communication regarding your application will be made via email sent via the Trac recruitment system, please ensure you check your junk/spam folders as emails are sometimes filtered there.
The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community. Should you require any assistance in applying for the position please contact the General or Medical Human Resources Departments on the number identified on the NHS Jobs page for the organisation.
Job Share applicants are welcome for all full-time posts unless indicated but cannot be guaranteed. In addition for Fixed Term Contracts, internal secondments may be considered, please seek the approval of your current line manager before applying for the position.
All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken.
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.
#J-18808-Ljbffr