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Dental Administrator

Job No:


Employer Reference:

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Exeter UK


Part time less than 30 hours

Date posted

Oct 10, 2017

Closing date

Pension details


Peninsula Dental Social Enterprise provides dental services and education from four teaching clinics across the southwest, from Exeter to Truro. The company supports the work of Plymouth University Peninsula Dental School training the Dentists and Therapists of tomorrow. As a Social Enterprise we are focussed on providing benefits to the communities we serve locally, including patients, students and the wider community requiring oral healthcare and education.Administrator required for Dental School. Term time only (38 weeks per year).Duties to include dealing with patients and students both face to face and on the phone, reception, filing and general administration. Must possess good computer skills including a working knowledge of Microsoft Office packages. Excellent communication skills both verbal and written are essential. Role: Dental AdministratorGrade: Band 2Reports to: HR Officer/ Clinic Team Leader Role summary: Works within the Peninsula Dental School?s Dental Education Facilities to provide a quality telephone call handling, reception and appointment service and assist professional staff with clerical and administrative duties. To support the organisation in ensuring that the teaching clinic is efficiently organised.This post contains a range of duties requiring a variety of skills. The post involves liaising with professionals in healthcare, facilities, support staff and members of the public as well as Peninsula Dental School Staff, Dental Education Facility (DEF) Staff and Dental Students.  Key accountabilities:Carry out general administrative duties and provide administrative support in the organisation and running of the Dental Education FacilityTo carry out reception duties including dealing with staff, dental students, patients and their carers, both in person and on the telephone, in a courteous and efficient manner.To ensure that all information relating to patients, staff and students gained through   DEF employment is kept confidential. Assist with the administration of patient satisfaction questionnaires, research and audits.To undertake any necessary training in support of the duties of the post holder.Responsible for ordering stocks and supplies using an electronic ordering system.Role may include some cash handlingOrganises tasks and activities, including maintaining the appointment book, to make optimum use of clinical time and patient treatment.  Reports untoward incidents and complaints.Undertakes the responsibilities of a key-holder.Apply NHS, Dental School and departmental policies and procedures to work practice.Takes part in Peninsula Dental School promotional activities and student assessment.The post holder will be required to work at, or attend meetings at all of the DEFs in the Peninsula.The post holder will be required to attend training at locations away from their main place of work. Measures of success:Demonstrable attention to detail Successful outcomes to items listed in role summary and other delegated tasksSuccessful delivery of key priorities and objectives agreed with manager and as part of the performance development reviewPositive customer feedbackMeets deadlinesManages competing demands  Knowledge, Education and Training:5 GCSEs grades A-C or NVQ II or equivalent, or able to demonstrate the skills, knowledge and ability to work to this level.Fluent in written and spoken English language. Good, effective written and verbal communication skills.Understanding of confidentiality and measures to implement it. Willing to undertake further training.  Experience:Experience of working with people in a public-facing environment (preferred not essential)Knowledge and experience of using Microsoft Office, Word and E-mail.   Skills:Excellent communication and interpersonal skillsAbility to deal with patients who have language difficulties,may be anxious or irate while remaining calmAbility to cope well under pressure and be able to solve non-routine problems and enquiries in a busy environment.Ability to be assertive and use own initiative in sensitive circumstances. Understanding of the issues surrounding confidentiality.Ability to work well as part of a team. Good organisational skills with the ability to plan and prioritise tasks.Willingness to work flexibly to meet the needs of the School.BehavioursDemonstrates self-leadership Demonstrates enthusiasm and commitment at all timesDemonstrates commitment and support to PDSE, to PDSE managers and to colleagues Uses initiative to start and complete tasks without direct supervisionTakes ownership of tasks?Can do? and positive attitude with a self starting natureUses own expertise and uses it to develop othersSupports others to achieve goalsForms good working relationships with colleagues to achieve successful outcomesAbility to manage multiple tasks and competing demandsUses full range of knowledge of dental procedures, including any specialist knowledge, to support patient care   Other:This job description provides a general reflection of the key accountabilities associated with the post, it is expected that the role holder will undertake any other reasonable activities to assist in efficient service delivery. This job description is not exhaustive and may change as the post develops, but such change will not take place without consultation between the post holder and his/her manager. Normal working hours are 0845 to 1700 Monday to Friday, however on occasions to meet business need you will be required to work revised hours, typically between 0800 and 1800.The Working Time Regulations apply to all employees of Peninsula Dental Social Enterprise(CIC) In particular Peninsula Dental Social Enterprise(CIC)will not permit staff in all employments to work in excess of 48 hours in any one week except where there are exceptional service needs where an absolute limit of averaging over a reference period of 17 weeks would apply. Additional information for postThis post may involvetravel to all of the DEFs, and to other sites to attend meetings as required.  The ability to travel independently around the Peninsula is preferable.   Risk Management:In Accordance with the Risk Management Strategy, employees will participate, whenever required, with the risk management process. They will support line managers by attending mandatory and statutory training, completing incident/accident forms for every adverse event or near miss that occurs, report all defects and complaints, and communicate any dangerous situation to individuals potentially at risk.Health and Safety at Work: You must co-operate with those in authority and others in meeting the statutory requirements, following policies and procedures and abiding by the employers & national regulations.You are reminded that in accordance with the Health and Safety at Work Act 1974 you have a duty to take reasonable care to avoid injury to yourself and to others affected by your work activities.You will be notified where your post carries a requirement for immunisation.  Safeguarding Children and vulnerable adults:All employees have a duty for safeguarding and promoting the welfare of children and vulnerable adults and are required to act in such a way that at all times safeguards the health and well- being of children and vulnerable adults. Familiarisation with and adherence to national and local Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.Sustainability and climate change:All staff are expected to take responsibility for the reduction of carbon emissions within their area of the organisation. In particular this may relate to reducing energy consumption, making low carbon travel choices, consideration of goods and services being purchased, and waste reduction.  GENERAL POLICIES APPLICABLE TO ALL POST HOLDERSConfidentialityAny matters of a confidential nature, including in particular information relating to the diagnosis and treatment of patients, individual staff records and details of contract prices and terms, must not in any circumstances be divulged or made available to any unauthorised person(s). This includes any information covered by the Data Protection Act. A breach of confidentiality will result in disciplinary action in accordance with the Disciplinary Procedure and Rules. Acceptance of gifts or hospitalityThe conduct of the Peninsula Dental Social Enterprise (CIC) staff must be scrupulously impartial and honest. The Bribery Act 2010 prohibits staff from soliciting or receiving any gift of any kind from contractors or their agents, or from any organisation, firms or individual with whom they are in contact by reason or their official duties. Staff are expected to refer to the acceptance of gifts / standards of business conduct policies regarding gift registers.  Personal propertyPeninsula Dental Social Enterprise (CIC) does not accept responsibility for articles of personal property lost or damaged from any clause, and you are advised to obtain personal insurance cover against all risks. Staff required to use a personal motor vehicle in undertaking duties are responsible for ensuring the adequate maintenance and insurance cover appropriate to business use is maintained. Removal of Peninsula Dental Social Enterprise (CIC) property by staff for their own useNo material or goods which are the property of Peninsula Dental Social Enterprise (CIC) may be removed from its premises without the explicit permission of your manager. Smoking, Alcohol and HealthPeninsula Dental Social Enterprise (CIC) seeks to be an exemplar employer in promoting progressive policies and a healthy working environment. Peninsula Dental Social Enterprise (CIC) has adopted the following No Smoking and Alcohol policies for all staff: Staff of Peninsula Dental Social Enterprise (CIC) is not permitted:To smoke (including e-cigarettes) or consume alcohol while on dutyTo consume alcohol within the 6 hours immediately prior to starting duty, or to still be under the influence of alcohol whilst on dutyTo smoke or consume alcohol in any Peninsula Dental Social Enterprise (CIC) premises, including grounds. The no smoking policy has been extended to include the use of E-Cigarettes.   DENTAL ADMINISTRATOR? V2.052017 

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Peninsula Dental Social Enterprise CIC

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