Job summary
Multiple
roles full time or part time available
We
have an exciting opportunity to join our administration team as an Outpatients
Clerical Officer/Receptionist here at the Leeds Dental Institute. You would be
joining a diverse, inclusive and collaborative team who are friendly and
supportive.
We are seeking a motivated, enthusiastic team player
who enjoys working in a fast-paced admin environment. The appointed individual
will provide administrative support to colleagues and the clinical team, and
help to deliver a high standard of service. They will be responsible for
patient reception services, supporting patients in accessing and attending the
service in an efficient manner, and be a friendly, welcoming, and helpful
representative of our department and the NHS.
Expected Shortlisting
Date
27/10/2025
Planned Interview
Date
04/11/2025
Main duties of the job
To
provide reception duties to the Leeds Dental Institute and willingness to
cross cover at our sites such as Chapel Allerton Hospital.
To
attend to patients both in person and on the phone, managing their referrals
and booking their appointments
Support
patients and clinical team by providing administrative support and through
strong communication skills
Work
as team to deliver a high standard of service and ensure a positive patient
experience
Maintain
Trust Standards in interactions with all colleagues, patients and clinical
staff
About us
Come
and join our diverse workforce and become part of The Leeds Way sharing our
vision and values. Our Trust is recognised for our staff engagement, great
care and rated GOOD by the Care Quality Commission. Leeds Teaching Hospitals
NHS Trust is one of the largest acute health providers in the UK and based in
one of the fastest growing and vibrant cities in the north.
At
Leeds Dental Hospital we aim to be a fair, inclusive and supportive CSU with
positive caring teams who are champions of the Leeds Way values. Our Trust
values of being patient-centred, collaborative, fair, accountable and
empowered make us different from other Trusts and we see this as a strength,
as well as a responsibility. We offer employees a range of value propositions
such as job security, possible flexible working, nursery care, pension
scheme, cycle to work scheme, option to purchase additional annual leave,
salary sacrifice scheme + more.
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
Job
responsibilities (see job description and person specification)
Process
referrals in a timely and accurate manner and send to triage where
appropriate
To
scan and process incoming letters and paper referrals
Ensuring
that all patient records are up to date
Book
patient appointments in line with the Trusts Elective Access Policy and RTT
guidelines and ensure that all appointments are book according to clinical
priority and onto appropriate clinics
Add
patients to the correct waiting lists
Booking
from waiting lists according to their clinical priority and in chronological
order
Work
on our department reception desk, providing a friendly and welcoming face to
incoming patients, and helping to check them in, book their appointments and
answer their questions
Liaise
with the clinical team and patients to resolve patient queries
Action
patient and hospital cancellations, and work to ensure that clinic capacity
is maximized
Respond
to patient telephone communications in a courteous, helpful, and sensitive
manner
Ensure
that all patient communication is accurately recorded and actioned, including
cancellations, attendance and did not attend information
Maintain
patient confidentiality and handle patient information in accordance with the
Trusts Information Governance policies
Monitor
the department inbox and respond to emails in a timely and efficient manner
Retrieve
relevant patient information for clinical staff
Carrying
out general office duties, including scanning
Provide
suitable cover for other clerical staff in case of absences, as delegated by
the supervisor, including at our Chapel Allerton site
Act
in accordance with the Leeds Way Values in all interactions with patients,
colleagues and the wider clinical team
Job description
Job responsibilities
Job
responsibilities (see job description and person specification)
Process
referrals in a timely and accurate manner and send to triage where
appropriate
To
scan and process incoming letters and paper referrals
Ensuring
that all patient records are up to date
Book
patient appointments in line with the Trusts Elective Access Policy and RTT
guidelines and ensure that all appointments are book according to clinical
priority and onto appropriate clinics
Add
patients to the correct waiting lists
Booking
from waiting lists according to their clinical priority and in chronological
order
Work
on our department reception desk, providing a friendly and welcoming face to
incoming patients, and helping to check them in, book their appointments and
answer their questions
Liaise
with the clinical team and patients to resolve patient queries
Action
patient and hospital cancellations, and work to ensure that clinic capacity
is maximized
Respond
to patient telephone communications in a courteous, helpful, and sensitive
manner
Ensure
that all patient communication is accurately recorded and actioned, including
cancellations, attendance and did not attend information
Maintain
patient confidentiality and handle patient information in accordance with the
Trusts Information Governance policies
Monitor
the department inbox and respond to emails in a timely and efficient manner
Retrieve
relevant patient information for clinical staff
Carrying
out general office duties, including scanning
Provide
suitable cover for other clerical staff in case of absences, as delegated by
the supervisor, including at our Chapel Allerton site
Act
in accordance with the Leeds Way Values in all interactions with patients,
colleagues and the wider clinical team
Person Specification
Qualifications
Essential
- GCSE or equivalent in English and Maths, grades A-C
Experience
Essential
- Working in an office/reception environment
Desirable
- Previous experience working in an NHS or healthcare setting
Skills & behaviours
Essential
- Able to manage and prioritise own workload
- Able to work both independently and part of a team
- IT literate, including experience using Microsoft Office (Outlook, Word, Excel)
- Flexible approach to tasks and working duties
- Self-motivated and keen to learn
- Friendly, approachable manner
- Good attention to detail
- Good communicator and able to work as a part of a multidisciplinary team
- Good telephone manner and an ability to communicate effectively
Desirable
- Knowledge and experience of NHS systems
- A strong work ethic
Person Specification
Qualifications
Essential
- GCSE or equivalent in English and Maths, grades A-C
Experience
Essential
- Working in an office/reception environment
Desirable
- Previous experience working in an NHS or healthcare setting
Skills & behaviours
Essential
- Able to manage and prioritise own workload
- Able to work both independently and part of a team
- IT literate, including experience using Microsoft Office (Outlook, Word, Excel)
- Flexible approach to tasks and working duties
- Self-motivated and keen to learn
- Friendly, approachable manner
- Good attention to detail
- Good communicator and able to work as a part of a multidisciplinary team
- Good telephone manner and an ability to communicate effectively
Desirable
- Knowledge and experience of NHS systems
- A strong work ethic
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.
