Dentaline administrator

Job description

Job responsibilities

1. Communication and relationship skills

• Liaise on a daily basis with DentaLine staff to arrange cover for sessions; this may require a level of persuasion and negotiation in order to arrange cover of a particular session at short notice. It may involve numerous telephone calls, emails and text messages in order to provide the cover required and will require perseverance to finally provide cover.
• Produce various rotas focusing on attention to detail and liasing with staff to ensure the Dentaline service is maintained 365 days of the year.

1. Knowledge, training and experience

• Good standard of education, GCSE level or equivalent in Maths and English
• Good working knowledge of Microsoft Windows packages, including a working knowledge of Excel
• Good typing skills
• Excellent communication skills, both written and verbal
• Professional telephone manner
• Ability to work under pressure
• Ability to work to deadlines
• A good standard of numeracy skills
• Ability to prioritise workload
• Ability to work independently using own initiative but equally able to work as part of a team

1. Analytical and judgement skills

• To monitor DentaLine rotas to ensure service runs smoothly.
• Ability to judge when issues need to be escalated to a Line Manager.
• Produce and maintain staff sickness records on a daily basis on the main rota, monitoring accurate hours/minute for payroll/sickness.
• Act on information sent by the clinics to ensure any problems/queries they might have are dealt with efficiently; reporting to a Line Manager any problems which cannot be resolved and may need input from a Manager.

• Prepare pay schedules for all contracted and flexi staff submitted to payroll by a strict monthly deadline.
• Deal with general payroll enquiries directing staff to the appropriate department as needed.

1. Planning and organisational skills

• Monthly plan rotas for flexi dentists and flexi nurses, allocating and distributing shifts out evenly and fairly. Compile weekly/monthly rosters for all staff (clinic staff and call centre staff).
• Provide Secretarial and administrative support, when required including any other administrative duties as required by the DentaLine Service; including emails, reports, filing,

1. Physical skills

• Undertake typing on a daily basis.
• Answering calls on admin mobile
• Texting shift information and finding short notice cover
• Accuracy with data entry is essential in maintaining staff records electronically
• Ability to travel to different sites when required

1. Responsibility for patient / client care

• Have some contact with patients via website enquiries who may be trying to access day time emergency care, information to be given in order to help them find an appropriate care provider within the day-time.
• Occasionally the service may receive correspondence from patients which should be forwarded to a Line Manager to process as required.

1. Responsibility for policy and service development implementation

• Responsible for ensuring that organisational policies, procedures and guidelines (including amendments and updates) are implemented within the Service are adhered to within their own area of work.

1. Responsibilities for financial and physical resources

• Ensure that all timesheets submitted by staff match with the hours worked to ensure that no staff member is over or under paid.
• To identify any areas of financial discrepancy to the Operations Manager.
• To complete payroll in a timely manner to ensure staff are paid on time.
• To maintain an audit trail for all payroll procedures.

1. Responsibilities for human resources (HR)

• To promote MCH values.
• To maintain own training in line with MCH policy.
• Supervise / train less experienced employees such as lower bands, apprentices or volunteers.

1. Responsibilities for information resources

• To ensure all correspondence being sent out adheres to MCH Governance standards.
• To maintain secure systems of work both electronically and paper.
• To carry out any other administrative duties as requested by the service.

Person Specification

Experience

Essential

• Administration experience

Desirable

• NHS experience

Skills

Essential

• Good IT Knowledge and communication skills.
• Attention to detail and good grammar

Desirable

• Knowledge of Microsoft packages

Values

Essential

• Caring and compassionate
• Working in partnership
• Delivering quality and value

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Medway Community Healthcare

Address

Unit 5, Ambley Green

Gillingham Business Park

Gillingham

ME8 0NJ

Employer's website

https://www.medwaycommunityhealthcare.nhs.uk/ (Opens in a new tab)