GA​/Referrals Administrator

Job Summary

An exciting opportunity for a Band 3 Referral / GA Administrator on a temporary basis covering maternity leave.

• Support the referral process under the supervision of the Admin Team Leader in a busy office environment.
• Implement referral policies and procedures for the growing Dental Service, covering reception and telephone duties as required.
• Perform General Anaesthetic (GA) administration duties in partnership with University Hospitals Plymouth, including ordering patient notes, creating theatre lists and booking GA assessment clinics.
• Manage dentist recalls, safeguarding adults and children, and work closely with the management team.
• Provide daily administrative support across the allocated service area, ensuring service priorities are met: maintaining patient records, booking appointments, minute‑taking, data inputting/reporting and reception duties.
• Coordinate the general anaesthetic community dental pathway to ensure appropriate patient management.
• Type confidential reports and letters supplied via hard copy or dictation, adhering to quality and confidentiality standards.
• Proactively support the team, working independently and as part of a team when required.
• Maintain station‑ery stock control and order supplies to keep resources available.
• Deal with telephone and face‑to‑face enquiries from staff, patients, relatives and carers, providing information and prioritising queries.
• Assist with electronic scheduling, ensuring efficient use of Microsoft Office and patient record systems.
• Communicate changing situations clearly and concisely to relevant parties via telephone and in person.
• Ensure all administrative information is up to date and available for reference.
• Participate in learning and development activities, contribute to appraisals and related activities.
• Carry out any additional reasonable duties as requested by the line manager.

• Substantial experience in a busy administrative environment using computerised data systems.
• Experience working in a health or social care office environment.
• Experience supervising other staff members.

• Clear communicator with strong writing, typing and data entry skills, ensuring accuracy.
• Ability to prioritise workload and work effectively as part of a team.
• Organised, efficient, adaptable, and willing to learn new skills.
• Analytical thinking, problem‑solving, and initiative in organising workload and meeting deadlines.
• Appropriate use of tact and sensitivity to establish trust and support.

• NVQ Level 3 in a relevant subject or equivalent qualifications and significant experience.
• NVQ Level 3 in Business Administration or equivalent.

• Working knowledge of Microsoft Office (Word and Excel).
• Understanding of confidentiality and data protection legislation.
• Ability to build effective working relationships with customers and colleagues.
• Knowledge of IPIMS.
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure and Barring Service check for any previous convictions.

Full-time, Part‑time, Job share, Flexible working