Dental Receptionist/Administration Assistant

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

The post holder will provide comprehensive reception and administration support to the dental team to assist in the delivery of oral health care to clients who may have learning or physical difficulties, mental health illness, are medically compromised, dependent elderly or have a dental phobia.

Other duties will include receiving and assisting patients and visitors in a professional, courteous, efficient and effective way, projecting a positive and friendly image both in person and via the telephone.

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.

• Maintain efficient reception support to a multi-disciplinary dental team, ensuring confidentiality at all times, using own initiative when answering enquiries from the general public, other health care professionals, external sources and other NHS department.
• Receive and make appointments for clients attending the dental clinic using a computerised dental system.
• Assist in the process of referral of clients both into and out of the service.
• Book interpreters and patient transport as required to support treatment needs.
• Charging patients in line with NHS Dental Charges scheme for dental care and completion of the appropriate documentation, ensuring financial balance.
• Undertake clerical duties relating to clinical services including distribution of incoming and outgoing mail, scanning and uploading data/x-rays to clinical records.
• Monitor the ‘Was Not Brought’ pathway for patients not attending their appointments, following up with clinicians as required to maintain safeguarding standards.
• Provide administrative support to the dental team which may include taking and typing clinic meeting minutes, monitoring spreadsheets to produce information for the services management team, monitor shared mailboxes taking action as required.

Working for our organisation

You will be working for an organisation which values and respects all 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.

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.

Person specification

Qualifications

• 5 GCSEs including Maths and English, grade A - C or equivalent qualification/experience
• NVQ3 in Business Administration or relevant subject (or equivalent qualification/experience).
• Advanced keyboard skills, word processing/ECDL or equivalent IT qualification to include the use of Excel and Databases

Experience

• Evidence of experience at working at the required level
• Relevant Receptionist/Administrative experience, preferably in an NHS setting
• Proven use of office systems including MS Word, Outlook, and Excel
• Experience of communicating with diverse client groups
• Experience of keeping up to date and accurate information
• Experience of accurate data entry
• Experience of cash management systems

• Experience of working in a dental setting and using dental software

Skills & Knowledge

• The ability to multi-task in a patient facing environment
• Good organisational and prioritisation skills
• Be able to demonstrate an understanding of safeguarding and governance protocols and follow appropriate pathways to ensure patient safety.
• The ability to plan and organise own workload and work autonomously, seeking advice appropriately
• Able to work effectively as part of a team
• Clear understanding of patient confidentiality
• Good attention to detail and high degree of accuracy

Personal Qualitites

• Excellent communication skills
• Proactive approach to challenges demonstrating a degree of self-motivation
• Ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority
• Ability to deal with situations objectively and with emotional intelligence
• The duties of this post will require travelling throughout the city, the post holder must have the ability to travel between community sites.

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.

For more information about our organisation and the opportunities available, please visit our website and follow us on Twitter and Facebook.