Dental Administrator/ Receptionist

An exciting opportunity has arisen within CLCH Community & Specialist Dental Service for the role of a receptionist/administrator. We are looking to recruit a highly professional, experienced and enthusiastic administrator to provide a comprehensive and high quality administrative support service within the Dental Referral Centre and Admin Team. This role involves working within a dynamic team of administration staff to provide an effective, courteous and welcoming service for all patients, carers, visitors and staff. This role involves working with all staff within the Community and Specialist Dental Services including administrative colleagues and clinical staff to ensure the appropriate level of support is provided to facilitate the smooth running of the Dental Referral Centre and patient clinics. The ability to work as a flexible team member is essential. The postholder will join an administrative team that provides clinical support to Community & Specialist dental teams at 10 sites across 3 London Boroughs. The administrative team process incoming referrals, organise and action daily triage, manage waiting lists, organise appointments and produce activity reports for the service. The administrative team also act as the first point of contact for all incoming communication from patient and referrers. The administrative team provide a comprehensive and high quality administrative support to the wider dental team, and the post holder will play a vital role in this. Central London Community Healthcare (CLCH) is one of the largest community healthcare organisations in London and Hertfordshire, providing our services to diverse communities/boroughs in 11 London Boroughs – Barnet, Brent, Ealing, Hammersmith & Fulham, Harrow, Hounslow, Kensington and Chelsea, Merton, Richmond, Wandsworth, Westminster – and Hertfordshire.

• Take initial responsibility for the local resolution of problems that may arise with staff/clients. To deal with complaints according to CLCH policy and procedures.
• Communicate effectively by competent use of email, telephone, written and face-to-facecommunication according to guidelines and customer care standards.
• To collect, process, distribute incoming mail.
• General photocopying, , scanning and filing of confidential and non-confidential information.
• To utilise the relevant IT systems to enter and retrieve data ensuring all details are accuratelyrecorded in a timely manner.
• To carry out smart card re-authentication as appropriate.
• Maintain and manage departmental filing systems including electronic.
• To maintain health records as required and according to protocols.
• Book clinics and appointments and manage cancellations or amendments in a timely manner.
• Work closely with relevant departments to ensure that notes are prepared and available and that
• necessary clinical information has been obtained in time for clinics, where appropriate.
• To take part and support the team in organising events, meetings and training sessions. Supportthe preparation and distribution of materials.
• Organise and maintain notice boards with relevant and updated information and coordinate thedepartmental learning resources.
• To contribute to the collation and presentation of information for statistical reports and audits in atimely manner. Create and maintain tables and spreadsheets to record and present information.
• Type clinic letters, reports, correspondence and other documents within agreed time scales and toagreed standards.
• Take and transcribe formal/informal minutes and circulate accordingly.
• Support and feed in to the positive reporting system for the team which involves records ofsickness absence, annual, study and other leave and submit accurate returns to the Payroll function.
• Support the ordering, monitoring and maintenance of stationery and stock. Daily monitoring ofrequired temperature checks and rotation of clinical stock as appropriate.
• To provide cover for other administrators/team members when necessary or as directed.
• To support temporary staff as necessary and support the induction process by demonstratingactivities to new staff.
• Disseminate information regarding the team’s availability and schedule to relevant internal orexternal departments, managers, or organisations as required.
• Use standard CLCH protocols and processes to obtain information relevant to the servicefrom trusted and recognised sources.
• Liaise with other relevant agencies/departments to locate and arrange transport of medicalrecords/ folders to and from various sites in accordance with agreed protocols.
• Organise interpreters and notify users as and when required.
• The post holder will work with little supervision, prioritising and managing his or her ownworkload on a day-to-day basis.
• Responsible for covering reception duties, where applicable, as and when required.

Please refer to the attached Job Description for full list of responsibilities.