Dental Patient Administration Manager

Central and North West London NHS Foundation Trust; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established healthcare organization is seeking a dedicated Dental Reception Manager to oversee administrative and reception services within a dental service. This role involves managing staff, ensuring compliance with HR policies, and generating financial reports. The ideal candidate will possess strong communication skills and the ability to handle sensitive information with professionalism. Join a team that values compassion, respect, and collaboration, contributing to a supportive environment for both staff and patients. This is a unique opportunity to make a significant impact in a dynamic healthcare setting.

Qualifications

• Experience in managing dental reception and administrative staff.
• Strong understanding of HR policies and procedures.

Responsibilities

• Manage dental reception and admin staff, ensuring operational efficiency.
• Generate monthly reports on finance and performance for senior management.

Skills

Administrative Support

HR Management

Financial Reporting

Communication Skills

Problem Solving

Education

Relevant Administrative Qualification

HR Certification

Tools

Patient Record Systems

Finance Management Software

Job description

Job Overview

The post holder is responsible for the overall provision of dental reception, administrative, secretarial, and information support services within Bucks Priority Dental Service (BPDS). The role is based across Amersham, High Wycombe, and Aylesbury Clinics.

The post holder will ensure the dental service meets RTT, commissioning, and CNWL targets in line with departmental KPIs. They are expected to work autonomously, exercising personal initiative and independent judgment.

Main duties of the job

1. Assist the Dental Operational Manager and Dental Nurse Manager in managing clinic resources and coordinating BPDS operations across Milton Keynes and Buckinghamshire.
2. Manage dental reception and admin staff, including appraisals, development, and monitoring personal development plans.
3. Responsible for recruitment, selection, and retention of staff.
4. Handle HR policies such as monitoring sickness absence, disciplinary actions, grievances, and performance.
5. Provide administrative and reception support to BPDS.
6. Generate monthly reports on finance, activity, and performance for senior management.
7. Communicate effectively regarding complex financial and general enquiries, some sensitive or contentious.
8. Configure and manage the computerised appointment and patient record system.
9. Maintain filing and recording systems, ensuring relevance and updates.
10. Manage patient waiting list data, informing management of trends.

Working for our organisation

We expect staff to embody our core values of COMPASSION, RESPECT, EMPOWERMENT, and PARTNERSHIP, contributing to a caring environment and recognizing diversity. The successful applicant may contact patients or service users. We support vaccination to protect health in healthcare settings.

Detailed Job Description and Main Responsibilities

• Manage all dental reception and admin staff, including HR functions.
• Identify problems, define parameters, and devise solutions.
• Communicate with the Dental Operational and Nurse Managers about daily operations.
• Organise staff rotas to maximise efficiency across sites.

Financial

• Develop and maintain financial processes, including invoice monitoring.
• Ensure EDI claims are processed monthly for accurate activity recording.
• Handle patient invoicing, debt collection, and cash handling procedures.
• Produce financial reports and maintain records.

Administrative Support

• Coordinate with managers to ensure smooth reception operations.
• Manage complex enquiries with empathy and professionalism.
• Provide information to patients and the public regarding services and complaints.
• Maintain administrative procedures, including document management and IT training.

Person Specification

Qualifications

Essential: NVQ Customer Care or equivalent, management qualification. Desirable: Degree or significant experience.

Experience

Essential: Healthcare environment experience, staff management, patient fee processing. Desirable: Dental environment experience.

Knowledge

Essential: Safe recruitment, RTT rules, confidentiality. Desirable: Knowledge of NHS dental services.

Skills

Essential: Computer skills, driving license, willingness to travel, personal development, quality maintenance.