Main area: Administration
Grade Band: 2
Contract: Permanent
Hours:
* Full time
* Part time
* Flexible working
37.5 hours per week (Monday - Friday 7.45- 16.00 or 2 PT hours covering those hours)
Job ref: 448-AMB-6883973
Employer: Cambridgeshire Community Services NHS Trust
Employer type: NHS
Site: Hinchingbrook Hospital
Town: Huntingdon
Salary: £23,615 per annum, pro-rata
Salary period: Yearly
Closing: 02/01/2025 23:59
Interview date: 14/01/2025
Band 2
Driven by our Trust values: Honesty, Empathy, Ambition, Respect; the Trust's vision is to provide high quality care to the diverse communities we serve to make their lives better.
We are passionate about creating an inclusive workplace that promotes and values diversity. Our cultural diversity, long term conditions and disabilities, and LGBTQIA+ staff networks are a key part of this commitment, creating positive change and helping build an inclusive culture across the Trust.
Options for flexible working are considered for all roles within CCS, including job share opportunities, compressed hours, annualised hours, tailored working patterns and more. If you are interested in flexible working, please talk to the recruiting manager for this vacancy.
Job overview
The Dental Service provides a wide range of treatments to a diverse group of people; therefore, good interpersonal skills are required to fulfil this frontline role.
You will be part of a team of Receptionists, spanning five clinics, including Wisbech, Ely, Cambridge and Peterborough, so good communication and teamwork skills are vital.
You must possess excellent communication and people skills as some patients may present with complex needs or have a language barrier.
This is an extremely busy service offering a wide range of treatments to a diverse group of people. We fundamentally offer urgent care triage/treatment to those in need but our clinics include Additional Needs Dentistry and Minor Oral Surgery, thus good time management skills are imperative.
This is either a full time role working Monday - Friday 8.00-16.00 or two part time roles encompassing those hours.
Main duties of the job
* Maintain a professional and organised approach when greeting and attending to patients and visitors.
* Answer telephone calls including the emergency line and booking appointments across five clinics.
* Produce and maintain patient files in a timely manner with attention to detail.
* Book and reschedule diaries often at short notice.
* Undertake all administrative tasks in a timely and accurate manner.
Working for our organisation
Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Detailed job description and main responsibilities
* Booking urgent care telephone triage appointments and treatment appointments, where appropriate.
* Managing the waiting room, including greeting patients and advising them of any excessive delays.
* Re-booking additional needs appointments or minor oral surgery appointments.
* Maintain the appointment system to ensure that surgery time is utilised appropriately.
* Distribute post accordingly.
* Record referral/communication correspondence in the patient’s notes and action accordingly.
* File all letters/correspondence in the appropriate place.
* Accurately prepare and maintain patient records.
* Prioritise workload, working proactively within a team to complete reception tasks meeting deadlines.
* Maintain administrative systems to ensure good working practice.
* Use judgemental and analytical skills to anticipate the needs of the patient.
* Maintain the Reception area.
* Making of appointments and taking telephone calls, interpreting as necessary the needs of both patients and clinicians enabling situations to be dealt with promptly and efficiently.
* Recognise that anxiety can often be displayed as aggression, providing emotional support to patients.
* Knowledge of computer use is essential for input of patient data, payment transactions and other services.
* Collection of charges as appropriate.
* Cashing up/banking, recording all necessary details.
* On occasions, work independently managing the department administration and giving appropriate advice when necessary.
* Maintain patient confidentiality at all times.
* Maintain own professional development and participate in appraisal and KSF process.
* Compliance with NHS code of conduct.
* Attend appropriate meetings.
* Encourage and motivate other team members.
* Support others by sharing skills and knowledge of the job.
Person specification
Qualifications and Training
* GCSE English and Maths Grade C and above
Experience
* Reception/Customer Care experience
* Post holder must have a degree of experience in the field of Administration
* Experience of working with the general public
* Experience of answering telephone calls in a busy high volume call environment
* Good communication skills both verbal and written
* Post holder must have sound knowledge and experience of working within an NHS practice/organisation
Knowledge and Skills
* Excellent communication/interpersonal skills
* Effectively prioritises and co-ordinates own work
* Computer literate with excellent keyboard skills
* Good working knowledge of Microsoft Office applications
* Work flexibly as part of a team
* Good time management
* Has a realistic knowledge of personal strengths and areas for development
* Can demonstrate flexibility of approach
* Ability to remain calm under pressure
* Capable of consistent performance
Certificate of Sponsorship
For roles that are eligible for sponsorship, applications from job seekers who require Skilled Worker Visa to work in the UK are welcome, and will be considered alongside all other applications.
UK Registration
For roles that require professional registration, applicants must have current UK professional registration.
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Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA.
In submitting an application, you authorise Cambridgeshire Community Services NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed.
ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!
Employer certification / accreditation badges
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.
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