GA/Referrals Administrator

Job summary

hours per week.

Anexciting opportunity has become available within our admin team for a Referral/GAAdministrator, this position is a full time position.

This role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility.

Main duties of the job

This role will include supporting the referral process under the supervision of the Admin Team Leader working in a busy office environment implementing referral policies and procedures essential for the growth and delivery of our expanding Dental Service, covering reception and telephones as and when needed.

This role will include General Anaesthetic (GA) Administration duties which will require the applicant to participate in covering duties in partnership with University Hospitals Plymouth including reception duties, ordering of patient notes from Plymouth and Cornwall, creating theatre lists, booking GA assessment clinics and general office duties. Also included in this role will be dentist recalls, following up on safeguarding of adults and children, as well as working closely with the management team.

About us

Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.

As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.

We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.

Valuing our employees making an investment in their development a priority. We offer:

Protected CPD time for registered staff

Various development pathways and ongoing regular training packages for all staff

Leadership & mentoring programmes

Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training

A Robust Preceptorship

A bespoke induction programme

Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.

Job description

Job responsibilities

Key Tasks and Responsibilities of the Post Management of service To assist with non-clinical triaging of all referralsreceived, monitor all current waiting lists. Keeping all dental staff up to date with waiting listinformation and when next available appointments for each clinician Keeping clinicians recalls up to date on a monthly basis anddealing with Was Not Brought (WNB) and Failed to Attend (FTA) and reporting ofany safeguarding issues to the Lead Clinicians. To coordinate the monitoring and data collection of GA andepidemiology lists. Ordering and tracing of Patients notes. Organising GA theatre list and GA Pre assessment clinics To act as an initial point of contact for all externalenquiries from members of thepublic, health professionals and representatives from a range oforganisations, and respond appropriately. To help support the use of an electronic scheduling. Deal with telephone and face to face enquiries from allstaff groups, patients, relatives, carers, providing information, directing andprioritising queries as appropriate to ensure efficiency and effectiveness ofservice delivery Responsible for stationery stock control, including orderingto ensure adequate resources available for the service To communicate constantly changing situations to relevantparties in a clear and concise manner, via the telephone and face to face. To ensure all relevant administrative information is up todate and available for reference To help administer waiting list requests, being proactive inthe staffing of them and maintaining regular communication with the relevantparties and keeping an accurate record of events, being proactive of theservice delivery To maintain a log of issues/actions on a daily basis To be part of a team delivering an efficient and effectiveservice and be prepared to cover for other staff during sickness and holidays To maintain confidentiality and integrity at all times To actively participate in own learning anddevelopment. To contribute to appraisals, development and relatedactivities. Any other reasonable duties commensurate with the job asrequested by the management. Provide support to customer and visitor reception areas,acting as the first point of enquiry and sign posting individual to relevantinformation / service. Respond to telephone, email and written queries on behalf ofthe service area including call handling where appropriate as agreed with TeamLeader. Collect, collate and prepare information for service areausers with support of Team Leader. Maximise the use of electronic systems to enable effectivemanagement of the service area such as Microsoft Office and patient recordsystems. Be compliant with the Data Protection and record managementpolicies and procedures with particular reference to confidentiality andsafeguarding issues. Be proactive and contribute ideas for improvement in the waythe service is delivered. Able to work on own initiative, prioritising work withindefined policies and procedures to set timescales. Ensure that all office support services post, fax,filing, photo copying, are delivered in a timely manner. Staff management & development Demonstrate own activities to new or less experiencedemployees. Financial management To process all daily patient payments and banking To support the line manager with banking and remittanceservice Monitor stock stationery and order supplies as requiredwithin the business area. Undertake surveys or audits as directed. Physical Effort: Frequent sitting & standing. Inputting at a keyboard formost of day, frequent light effort to lift, sort & file case notes. May have to occasionally move presentation equipment andoffice supplies or clinic consumables. Mental Effort: Frequent concentration is required when inputting intosystems, typing documents, making appointments & processing records with aneed to ensure accuracy. The work is usually predictable but there may beinterruptions from telephone calls, visitors and staff & occasionallyimposed deadlines. Emotional Effort: There may be some exposure to service users who may exhibitdifficult & challenging behaviours. Working conditions: Exposure to unpleasant conditions is rare/occasional. May beexposed to verbal aggression from patients. Will use VDU for high proportion oftime. The flexible nature of the job may require post holder tomove within the team or within the wider organisational setting as required andundertake similar duties. Key Behaviour Competencies: Working together Bestraightforward in our dealings with each other and build relationships Listen toothers and explain the decisions we have made Recogniseand remove barriers to action Create anopen and positive learning culture Learn frommistakes & ask others for support where necessary Be aware ofones own behaviour, values, attitudes, strengths and weaknesses. Ability toreflect on ones behaviour and change them. Uphold thevalues and be proud to be part of the organisation Ensureappearance is professional & name badge visible Act With Integrity Be honestand do what you say you will do Takeresponsibility and be accountable for your actions Guard andbuild the organisations reputation Take intoaccount the human and social impact of our work Treateveryone in a friendly, courteous manner; smile & make eye contact Building Success Together Becompassionate and accepting of others. Bestraightforward in our dealings with each other and build relationships Listen toothers and explain the decisions we have made Agree onour goals and see them through Treat eachother with dignity and respect Learn from eachothers experiences Understand and recognise each otherscontributions of being of equal value Be preparedto challenge the status quo Contributeto the organisations success Stretch theboundaries of personal performance Look forbetter ways of working to achieve improvements Caring for patients Aim to meetthe needs of our patients and partners in care Useinitiative to enhance care in innovative and imaginative ways Respectindividual cultural differences; challenge bias & prejudice Provide ahigh quality and safe service for patients Maintainprivacy and ensure confidential information is kept safe Questionpoor practice, process & behaviour Person Specification

Knowledge

Essential

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

Desirable

Ability to use Business applications and patient record systems Knowledge of IPIMS, Bluespier Understanding of Data Protection legislation Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Qualifications

Essential

Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge.

Desirable

NVQ 3 in Business Administration or equivalent

Experience

Essential

Substantial experience of working in an administrative environment using computerised data systems.

Desirable

Experience of working in a health or social care office environment. Experience of supervising other staff members

Skills

Essential

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

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