Dental Administrator / Reception
Posted 5 days 17 hours ago by NHS
£40,000 - £60,000 Annual
Permanent
Full Time
Other
Lancashire, Ashton-under-lyne, United Kingdom, OL6 0
Job Description
Dental Administrator / Reception
Closing date: 12 March 2026
To provide and coordinate an efficient customer focused reception and administration service to include a full range of secretarial, clerical and administrative duties to support the dental clinical team, patients, and their carers who access the community dental service.
Main duties of the job
Responsible for all administration duties connected with patients appointments, the efficient running of electronic appointment and patient records system (Dentally), including telephone and face to face communications, collection and banking of patients charges and other duties to ensure the day to day smooth running of the dental service.
About us
Flexible working will be considered for all roles.
Unfortunately, we do not hold a sponsor licence for working Visas.
At Bridgewater, our PEOPLE values shape how we deliver our NHS services in your local community.
They help us deliver our mission to improve local health and promote wellbeing in the communities we serve.
After all, values are about people and they were created in partnership with our staff to reflect what they felt was important to them.
Here at Bridgewater our shared values flow through the organisation.
Bridgewater Community Healthcare NHS Foundation Trust and Warrington and Halton Teaching Hospitals NHS Foundation Trust plan to integrate and form a new organisation on the 1st April 2026. As such, if your start date is on or after 1st April 2026, you will be employed by the newly formed organisation. Should you join Bridgewater prior to this date, your employment will automatically transfer into the new organisation. We are confident that this transition will provide new opportunities and a continued commitment to excellence in patient care.
Provide the first point of contact function for all enquiries regarding the Service and deal with general enquiries and resolving issues from patients, carers and other health professionals, and other external organisations, both in person and by phone, signposting where necessary.
Communicate appropriately and sensitively with patients/carers/relatives who may be fearful, anxious, vulnerable, have sensitive concerns, have special needs, and/or show challenging behaviour, i.e. physical and learning disabilities, have visual or hearing impairment, dementia, or where English is not their first language. This list is not exhaustive.
Maintain patient and staff confidentiality at all times, adhering to Trust information governance and data protection policies and procedures.
Manage, organise, maintain and co coordinate electronic clinical appointment and patient record systems ensuring appointments are booked efficiently and comprehensively, maximising the clinical time available, e.g. Dentally electronic patient record system.
Receive, process and accurately enter patient sensitive/confidential information onto the electronic clinical appointment and patient record systems, ensuring all user fields are completed and updated each visit.
Document direct and indirect contact with patients in the electronic patient records inline with local policy and procedures.
Monitor, process and log referrals, organising appointments directly with patients/carers via telephone and letter.
File, retrieve and archive patients referrals/records/notes.
Be responsible for the archiving of patients records in accordance with Trust policies and procedures.
Provide word processing, photocopying, scanning and faxing of documents. Collate and circulate documents. Draft and type letters and documents for signature and proof reading when required.
Receive and divert telephone calls and record comprehensive and complicated messages from patients, staff and other healthcare professionals, for the dental team and other staff members. Analyse the information received and determine the appropriate action and priority for the attention of clinicians.
On a daily basis identify patients eligible to pay charges/fees revenue for their dental treatment in line with current NHS regulations. Responsibility for collecting/receiving payments from patients or their carers including cash, cheques and credit card payments and issue of receipts.
Ensure all cash floats and patients charges/fees are accurately balanced and financial records are kept updated on a daily basis.
Responsibility for banking of patients charge/fees revenue following the Dental patients charge revenue and petty cash standard operating procedure.
Manage and process all incoming and outgoing mail, including referrals.
Co coordinate the sale of dental resources, monitor and maintain stock levels (where applicable).
Monitor and maintain stationery stock and request procurement of resources when required.
Liaise with dental laboratories regarding dental appliances for patients, which may include collection of and deliveries of appliances and general enquiries.
Organise and book interpreting services for patients and their carers.
Demonstrate an awareness of the complaints procedure including defusing and resolving potential conflict/complaint situations to avoid escalation, when required.
Liaise effectively with patients, colleagues, patient representatives and partner agencies at all levels both within the Trust and across the NHS and in other organisations.
Organise and administrate meetings and events when required including:
Ensure the waiting and reception areas are welcoming, clean and tidy.
Ensure patients are safe within the reception area and take appropriate action when necessary.
Recognise and assist as part of the team with the management of medical emergencies should they arise.
Work as part of a team; provide assistance and support to colleagues, allocating duties to others if appropriate, providing guidance and advice to new staff and colleagues.
Work with other staff members to identify working environment risks and report any risks immediately to ensure the environment is safe for everyone.
Work within National and Trust Policies and Procedures.
Respect the individuality, values, cultural and religious diversity of patients and their carers and contribute to the provision of a service sensitive to these needs.
Liaise with other agencies with regard to orders and invoices.
Attend regular meetings and take minutes when required e.g. dental team/staff dental development meetings.
Participate in in service training as appropriate.
Assist in the induction and training of new staff.
Refer any problem areas to senior members of dental management team.
Be flexible, maybe on occasions required to work in other locations within the Dental Network.
Exercise good personal time management, punctuality and consistent and reliable attendance.
Comply with annual PDR and appraisal system.
Participate in personal objective setting and review, including the creation of a personal development plan.
This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after consultation with the post holder to meet the changing needs of the organisation.
Please see full Job Description attached.
Person Specification
Sponsorship
Closing date: 12 March 2026
To provide and coordinate an efficient customer focused reception and administration service to include a full range of secretarial, clerical and administrative duties to support the dental clinical team, patients, and their carers who access the community dental service.
Main duties of the job
Responsible for all administration duties connected with patients appointments, the efficient running of electronic appointment and patient records system (Dentally), including telephone and face to face communications, collection and banking of patients charges and other duties to ensure the day to day smooth running of the dental service.
About us
Flexible working will be considered for all roles.
Unfortunately, we do not hold a sponsor licence for working Visas.
At Bridgewater, our PEOPLE values shape how we deliver our NHS services in your local community.
They help us deliver our mission to improve local health and promote wellbeing in the communities we serve.
After all, values are about people and they were created in partnership with our staff to reflect what they felt was important to them.
Here at Bridgewater our shared values flow through the organisation.
- P- Person centred: We are passionate about individual needs and promote independence in the healthcare we provide.
- E- Empowered: We empower our people and encourage new ideas to deliver and create improvements in community care.
- O- Open and Honest: We behave in a way that develops relationships based on trust, openness, honesty and respect.
- P- Professional: We support our people, so everyone has the right skills and training to deliver outstanding patient care.
- L- Locally Lead: We are always learning about our communities and show great pride in being a local provider of health and care.
- E- Efficient: We use our resources wisely to provide sustainable and value for money healthcare for our patients.
Bridgewater Community Healthcare NHS Foundation Trust and Warrington and Halton Teaching Hospitals NHS Foundation Trust plan to integrate and form a new organisation on the 1st April 2026. As such, if your start date is on or after 1st April 2026, you will be employed by the newly formed organisation. Should you join Bridgewater prior to this date, your employment will automatically transfer into the new organisation. We are confident that this transition will provide new opportunities and a continued commitment to excellence in patient care.
Provide the first point of contact function for all enquiries regarding the Service and deal with general enquiries and resolving issues from patients, carers and other health professionals, and other external organisations, both in person and by phone, signposting where necessary.
Communicate appropriately and sensitively with patients/carers/relatives who may be fearful, anxious, vulnerable, have sensitive concerns, have special needs, and/or show challenging behaviour, i.e. physical and learning disabilities, have visual or hearing impairment, dementia, or where English is not their first language. This list is not exhaustive.
Maintain patient and staff confidentiality at all times, adhering to Trust information governance and data protection policies and procedures.
Manage, organise, maintain and co coordinate electronic clinical appointment and patient record systems ensuring appointments are booked efficiently and comprehensively, maximising the clinical time available, e.g. Dentally electronic patient record system.
Receive, process and accurately enter patient sensitive/confidential information onto the electronic clinical appointment and patient record systems, ensuring all user fields are completed and updated each visit.
Document direct and indirect contact with patients in the electronic patient records inline with local policy and procedures.
Monitor, process and log referrals, organising appointments directly with patients/carers via telephone and letter.
File, retrieve and archive patients referrals/records/notes.
Be responsible for the archiving of patients records in accordance with Trust policies and procedures.
Provide word processing, photocopying, scanning and faxing of documents. Collate and circulate documents. Draft and type letters and documents for signature and proof reading when required.
Receive and divert telephone calls and record comprehensive and complicated messages from patients, staff and other healthcare professionals, for the dental team and other staff members. Analyse the information received and determine the appropriate action and priority for the attention of clinicians.
On a daily basis identify patients eligible to pay charges/fees revenue for their dental treatment in line with current NHS regulations. Responsibility for collecting/receiving payments from patients or their carers including cash, cheques and credit card payments and issue of receipts.
Ensure all cash floats and patients charges/fees are accurately balanced and financial records are kept updated on a daily basis.
Responsibility for banking of patients charge/fees revenue following the Dental patients charge revenue and petty cash standard operating procedure.
Manage and process all incoming and outgoing mail, including referrals.
Co coordinate the sale of dental resources, monitor and maintain stock levels (where applicable).
Monitor and maintain stationery stock and request procurement of resources when required.
Liaise with dental laboratories regarding dental appliances for patients, which may include collection of and deliveries of appliances and general enquiries.
Organise and book interpreting services for patients and their carers.
Demonstrate an awareness of the complaints procedure including defusing and resolving potential conflict/complaint situations to avoid escalation, when required.
Liaise effectively with patients, colleagues, patient representatives and partner agencies at all levels both within the Trust and across the NHS and in other organisations.
Organise and administrate meetings and events when required including:
- Minute taking/Co ordinating agenda items.
- Progressing any follow up actions.
- Making accommodation and catering arrangements.
Ensure the waiting and reception areas are welcoming, clean and tidy.
Ensure patients are safe within the reception area and take appropriate action when necessary.
Recognise and assist as part of the team with the management of medical emergencies should they arise.
Work as part of a team; provide assistance and support to colleagues, allocating duties to others if appropriate, providing guidance and advice to new staff and colleagues.
Work with other staff members to identify working environment risks and report any risks immediately to ensure the environment is safe for everyone.
Work within National and Trust Policies and Procedures.
Respect the individuality, values, cultural and religious diversity of patients and their carers and contribute to the provision of a service sensitive to these needs.
Liaise with other agencies with regard to orders and invoices.
Attend regular meetings and take minutes when required e.g. dental team/staff dental development meetings.
Participate in in service training as appropriate.
Assist in the induction and training of new staff.
Refer any problem areas to senior members of dental management team.
Be flexible, maybe on occasions required to work in other locations within the Dental Network.
Exercise good personal time management, punctuality and consistent and reliable attendance.
Comply with annual PDR and appraisal system.
Participate in personal objective setting and review, including the creation of a personal development plan.
This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after consultation with the post holder to meet the changing needs of the organisation.
Please see full Job Description attached.
Person Specification
Sponsorship
- Do you have the right to stay and work in the UK without sponsorship (share codes will be checked if applicable).
- If you are related to a director or have a relationship with a director or employee of an appointing organisation, please state the relationship.
- The ability to travel independently across the Trust.
- The ability to work flexibly in accordance with service needs.
- Good standard of general education.
- NVQ LEVEL 2 Customer Care or equivalent or be working towards.
- Shorthand.
- Good working knowledge of Microsoft packages, e.g. Word, Excel and Access.
- Excellent keyboard skills.
- Excellent communication and interpersonal skills.
- Excellent telephone skills.
- Ability to work flexibly and effectively to ensure achievement of objectives.
- Ability to work effectively as a team member.
- Ability to work on own initiative.
- Ability to prioritise own workload, identify and manage competing pressures.
- To have proven experience of working within an office environment. . click apply for full job details