Community Dental Service Facilitator

Job summary

Community Dental Service Facilitator

Join the Mid Yorkshire HospitalsNHS Trust Community Dental Service to lead the administration team.

Based at Wakefield Newstead HouseDental Clinic you will act as the firstpoint of contact for all forms of communication within the Community DentalService providing a link between the MYHT, the patient/carer, GP/GDP, and otherhealth care professionals.

Main duties will include themanagement of a small reception team across 3 satellite clinics. You will beresponsible for coordinating the administration workload to meet the demands ofthe service, managing data quality including the service referral system and treatmentwaiting lists.

This post requires aself-motivated and professional individual with the confidence and ability towork on their own initiative with or as part of a team within standardoperating procedures.

The position is 34 hours perweek, Monday Friday to be discussed at interview.

For further information, pleasecontact:

Catherine Dean C

Please note this post will closeas soon as a sufficient number of applicants has been received.

Main duties of the job

Thepost holder will provide a comprehensive, efficient, and effective service to theCommunity Dental Service. They will support and work with the Team to provide acomprehensive administration service in a pressurised environment in line withorganisational policies and objectives.

Tomanage clerical staff within the administrative team and be responsible fortheir day-to-day supervision, provide regular support and training whereappropriate.

Establish andmaintain statistical data for audit purposes for future planning and servicedevelopment.

Manage CDSreferrals on Electronic Referral Management system accepting, re-directing and rejecting requestsas appropriate. Make the requested appointments, following any specialinstructions to ensure the correct staff and equipment are available.Appointments need to be made within the 18 week patient pathway, sending theappropriate literature and instructions with these appointments.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

Act as a focalpoint for the clinical team, providing a friendly and professional service.Deal with enquiries from a multitude of sources following Trust policies andstandard operating procedures. Liaisewith GPs GDPs, other hospitals, patients, internal/externalmedical/non-medical staff by a variety of means. Provide the above in asensitive, confidential and compassionate manner befitting the nature of thespeciality.

Be responsiblefor the day to day organisation and management of the Community Dental Serviceadministrative team including recruitment, 1:1s, monitoring of sickness andannual leave, Co-ordinate and organise training structure with emphasis onmandatory training and personal development,escalating any anomalies as per Trust policy.

Attend specialitymeetings to provide information to ensure service targets are met and capacityshortfalls/demands are highlighted and resolved with the Assistant Patient Service Manager, PatientService Manager and lead Consultant. Liaise withthe Assistant Patient Service Manager, with regard to rearrangement of clinicsto ensure demands and capacity are met.

Establish andmaintain statistical data for audit purposes for future planning and servicedevelopment.

Be responsiblefor submitting all invoices and payments for dental treatment to the financedepartment.

Assist clinicianswith administrative tasks utilising IT systems or ensuring paper forms arecompleted and sent to relevant departments in a timely manner in line withservice specific standard operating procedures.

To assist withthe investigation and compilation of responses to complaints within optimumdeadlines, ensuring confidentiality is kept intact at all times.

Frequentlyreceive and respond appropriately to telephone and personal enquiries frompatients, relatives, GDP`s GPs, other consultants and external bodies,referring enquiries to the consultant/clinical team where necessary. This will require analysis of queries/issues,making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/empathy orreassurance skills. In addition,persuasive skills are often required where agreement or co-operation isrequired in trying to avoid Trust complaints.

Prioritise andensure clinical investigations are acted upon appropriately and timely, withinstandard operating procedures and meeting KPIs (key performance indicators).

Manage the adminteam to produce accurate clinical and non clinical correspondence in accordancewith Trust standards, prioritising workload.Use initiative when problems arise by taking appropriate action toresolve the problems or escalate as appropriate.

Manage CDSreferrals on Electronic Referral Management system accepting, re-directing and rejecting requestsas appropriate. Make the requested appointments, following any specialinstructions to ensure the correct staff and equipment are available.Appointments need to be made within the 18 week patient pathway, sending theappropriate literature and instructions with these appointments.

To respond fully and promptly to queries fromthe Information Department and others requesting information on CDS patientactivity and undertake routine/ ad hoc data validation, always maintainingpatient confidentiality.

To ensure allduties are undertaken in line with standard operating procedures and to enablethe achievement of Trust and Service specific Key Performance Indicators.

Person Specification

Qualifications

Essential

NVQ3 or equivalent in Business Administration and ILM qualification or studying for RSA 2 typing/word processing or equivalent qualification or experience 4 GCSEs grade C or above

Desirable

IT skills qualifications PA/Secretarial

Skills and Abilities

Essential

Demonstrate good verbal and written communication skills with team/patients/relatives using tact when required. Ability to deal with conflict. Good time management skills. Ability to engage and motivate others. High standard of accuracy. High level of initiative. Flexibility and able to adapt to change. Able to work as part of a team. Strong analytical skills. Ability to establish and maintain effective working relationships

Personal Attributes

Essential

Confident. Calm under pressure. Flexible approach to working arrangements. Strong attention to detail and accuracy. Self-motivated. Professional appearance.

Desirable

Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development).

Experience

Essential

Experience of co-ordinating a team. Working to targets. Scheduling/Co-ordinating activities and/or resources. Experience and knowledge of multi-disciplinary team working. Secretarial experience. Customer and patient care. Computer software programmes excel and internet.

Desirable

Proven experience of supervising a team. Previous NHS/healthcare administrative role. Experience of working with patients requiring health care. Experience with NHS/healthcare software systems. Experience of working with confidential material.

Knowledge and Awareness

Essential

Understanding and knowledge of Caldecott/Data Protection Act. Knowledge of a range of managerial/secretarial procedures to Diploma level equivalent.

Desirable

Knowledge of Trust Policies.

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