Main area Oral Surgery & Orthodontics Grade NHS AfC: Band 3 Contract Permanent Hours Part time – 30 hours per week (Tuesday – Friday) Job ref 203-EL1206
Employer: South Warwickshire University NHS Foundation TrustEmployer type: NHSSite: Warwick HospitalTown: WarwickSalary: £25,760 – £27,476 per annum (yearly)Closing: 16/07/2026 23:59
Job overview
An exciting opportunity has arisen for a part time administrator/receptionist in the Oral and Facial Department. We are looking for a dynamic, self motivated individual with excellent communication and interpersonal skills based in our newly built premises.
Main duties of the job
To work as a flexible member of a team to carry out administrative duties within the Oral & Facial team giving support to patients, clinical/non‑clinical staff, and ensuring the delivery of an efficient, patient‑focused service.
Detailed job description and main responsibilities
Show a caring and professional approach towards patients, relatives and carers.
Negotiate with patients to attend their Outpatients appointments, working within agreed protocols either through face to face contact or via the telephone, including any changes to pre‑planned dates.
Ensure all relevant patient information is recorded on the Trust’s PAS system and updated accordingly.
Work flexibly and provide cross cover for colleagues in the Department.
Deal with day-to-day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner.
Check incoming email boxes on a daily basis to keep up to date with Department and Trust wide news and information.
Outpatient Booking Management: Strict adherence to sequential outpatient booking, access booking times and the waiting list policy is essential.
Ensure any patients who have not responded to invite letters, or do not attend, are dealt with in line with the Patient Access Policy.
Ensure patients on a 2 week wait pathway are treated within national cancer target requirements.
Communication: Ensure patients are sent appropriate communication regarding their appointments e.g. confirmation letter to patient, reschedule letter, along with any relevant information.
Provide non clinical advice regarding procedures & processes to the patient as per their individual requirements. Seek further advice from the Consultant or Nursing staff if required.
Liaise with patients to ensure they receive relevant information regarding the booking process with telephone & Email contacts.
Liaise with all staff regarding clinics and appointments to ensure the efficient running of all clinics.
Service Improvement/ Team Development: Be involved in the development & revision of protocols & processes as required; participate in the training and induction of new starters and work experience.
Data Quality: Ensure any data entries are accurate and good record keeping is maintained at all times; ensure waiting lists are regularly validated to maintain accuracy; monitor patient pathways to ensure patients don’t breach the Elective pathway.
Person specification
Qualifications
- NVQ level 2 Customer Service/ Administration
- European Computer Driving Licence (ECDL) or RSA Stage II/III Typing.
- NVQ 3 Customer Service/ Administration
Experience
- Previous clerical experience
Skills
- Articulate and able to communicate clearly: verbally and written
- Good interpersonal skills – able to work as a team
- Able to use initiative and show practical skills and dexterity.
- Competent to communicate with all grades of staff and public
- Knowledge and use of outlook, excel and word
- Ability and experience in managing own workload
- Demonstrates initiative and use of innovative and lateral thinking in problem solving.
- Good analytical skills to ensure good knowledge and experience in balancing theatre lists/clinic mix
- Knowledge of Patient Administration System.
- Good understanding of clinical procedures in order to manage waiting list.
- Knowledge of Medical terminology.
Personal Qualities
- Responsible and reliable
- Able to use own initiative
- Able to work effectively as a team member
- Co‑operative and flexible
- Recognises own limitations
- Receptive to change
- Professional manner.
- Adheres to patient confidentiality
- Able to work under pressure and meet deadlines
- Able to implement new ideas to benefit patients, staff and working environment
Other
- Keen to develop personal skills
- Demonstrate ability to work flexibly and ability to multi‑task
South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.
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