Band 3 Patient Services Administrator

Cardiff and Vale University Health Board; Birmingham; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

Relocation allowance

Retail discounts

Well‑being services

Flexible working

Job summary

Cardiff and Vale University Health Board is seeking a diligent dental services administrator to manage clinics, waiting lists, and patient records. You will greet patients at reception, coordinate referrals, and ensure clinicians have timely access to records prior to appointments.

The role requires strong IT skills and superb customer service in a busy NHS environment. The post involves supporting five Specialty Management Groups, flexible working, and occasional travel between clinics to meet

Qualifications

• GCSE/CSE level C in Mathematics and English or equivalent administrative experience.
• RSA 2 or equivalent experience in typing or word processing
• Level 3 NVQ in Business Administration or equivalent administrative experience.
• Previous experience of working with the general public.
• Experience of working with a wide range of professionals; Excellent communication and organisational skills.
• Excellent keyboard skills
• Knowledge of information systems i.e. PAS, RiO
• Evidence of extensive use of computer programmes; Outlook, Microsoft Office, Excel
• Ability to work as a member of a team.
• Ability to use own initiative and prioritise workload in a methodical approach to work.
• Outstanding Customer Service Skills
• Ability to suggest and implement new procedures.
• Ability to follow tasks through to completion
• Ability to work under pressure.
• Willing to travel between clinics to cover when required in order to meet the needs of the service.

Responsibilities

• First point of contact for all service users and visitors to the clinic reception, greeting in a professional and friendly manner.
• Manage clinics and waiting lists within their Specialty Management Group.
• Prepare and update clinical records for all patients booked within Dental Services, ensuring records such as referral letters are attached/scanned.
• Prepare clinics in advance by printing day lists and pulling complete patient records (e.g., radiographs, referrals).
• Support clinic preparation by identifying and chasing missing information (histopathology, blood results, imaging).
• Work within one of five Specialty Management Groups to provide an efficient administrative service to meet patient waiting time targets.
• Provide excellent customer service to all patients; be polite and courteous at all times.
• Rotate with other team members to ensure cover across other Specialty Management Groups as required.

Skills

Communication

Organisational

Customer service

Teamwork

Initiative

Working under pressure

Attention to detail

Flexibility

Keyboard skills

Interpersonal skills

Education

GCSE Maths & English

NVQ Level 3 in Business Admin

Tools

PAS

RiO

Outlook

Microsoft Office

Excel

Job description

Based within the Black Country. ( main base Oldbury) The post holder will carry out clerical and administrative duties to ensure the efficient operationof the dental service. The post holder will be responsible for their own workload and will beexpected to develop and maintain up to date knowledge of all services within their SpecialityManagement Group which will enable them to deal with any service related queries.To work flexibly within the dental team providing high quality dental care for a wide spectrum ofpatients including adults, children, and patients/clients with special needs and medicallycompromised patients.This is a multi-skilled and multi-tasked role therefore the post holder will be expected to beflexible and rotate with other team members thereby ensuring cover across other SpecialtyManagement Groups as and when required., First point of contact for all service users and visitors to the clinic reception greeting in aprofessional and friendly manner and notify the appropriate person of individual's arrival.? Responsible for the management of clinics and waiting lists within their SpecialtyManagement Group.? Prepare and update clinical records for all patients booked within Dental Servicesensuring that appropriate records such as referral letters are attached/ scannedappropriately in accordance with Trust's Policies and Procedures. Therefore ensuringthat the records are available to clinicians prior to appointments. Prepare clinics inadvance by printing day lists, pulling out the complete patient records e.g. radiographs,referral etc. ? Support clinic preparation by identifying and chasing any missing information such ashistopathology, blood results, imaging etc., To work within one of five Specialty Management Groups providing a comprehensive, efficientand effective administrative service in order to meet the Trusts patient waiting time targets andenhance patient experience.The Specialty Management Groups are often the first contact a patient will have with theDental Services and may be regarded as the shop window. The post holder will be requiredto provide excellent customer service to all patients ensuring that they are polite and courteousat all times.The post holder will carry out clerical and administrative duties to ensure the efficient operationof the dental service. The post holder will be responsible for their own workload and will beexpected to develop and maintain up to date knowledge of all services within their SpecialityManagement Group which will enable them to deal with any service related queries

• GCSE/CSE level C or equivalent in Mathematics and English or equivalent administrative experience
• RSA 2 or equivalent experience in typing or word processing
• Level 3 NVQ in Business Administration or equivalent administrative experience., Previous administrative experience.
• Previous experience of working with the general public.
• Experience of working with a wide range of professionals, Excellent communication and organisational skills.
• Excellent keyboard skills
• Knowledge of information systems i.e. PAS, RiO
• Evidence of extensive use of computer programmes; Outlook, Microsoft Office, Excel
• Ability to work as a member of a team.
• Ability to use own initiative and prioritise workload in a methodical approach to work.
• Outstanding Customer Service Skills
• Ability to suggest and implement new procedures.
• Ability to follow tasks through to completion
• Ability to work under pressure., Willing to travel between clinics to cover when required in order to meet the needs of the service. Community services are a key part of the NHS of the future. Be partofhat future now.Join us and help achieve better care andhealthy communities. Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
• Attractive relocation payment if you relocate to the local area.
• Discounts for local and national retailers
• Dedicated well-being services for all employees
• Flexible working where possible