Dental Booking Assistant

Permanent

Closing Date: 27th March 2026

Interview Date: 15th April 2026

This post may close early due to high numbers of applications, so you are advised to apply promptly.

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertiseand enjoy the opportunities to make a difference every day.

To provide a comprehensive and confidential service, working within the Booking team in accordance with Departmental, Trust and National standards, policies and procedures. Assisting and supporting the Booking & Access Team Leader and Clinical teams where necessary, in the day-to-day management of their areas.

To act as a source of advice and guidance to the Booking Team and patients regarding the services provided and referral pathways.

To support the Trust in maintaining and improving the patients' journey from Referral to Treatment, ensuring booking times does not exceed the National target.

Main duties of the job

• The post holder with be required to provide and receive complex or sensitive information to patients and staff at Warwickshire Special Care Dental Service.
• Deal with all telephone calls relating to dental appointments and booking system. Ensuring calls are dealt with in a polite, pleasant and professional manner.
• Check and update patient details on R4 system in accordance with the data quality standards and the Patient Access Policy.
• Booking of all patient's appointments in line with the National time targets for dentistry.
• To act as first point of contact for dealing with patient enquiries or complaints, and take the necessary action, liaising and effectively communicating at all levels using written, oral and electronic methods.
• Registration and management of e-referrals via the REGO system.
• Contacting patients for short notice appointments maximizing clinic utilisation.
• To outcome all patient attendances, ensuring that all patients have either been reappointment, discharged, DNA'd or added to the waiting list in accordance with agreed procedure.
• Absorb information from many different points of contact including patients with anxiety, dental phobic, cultural or language difficulties; as well as clinical staff, secretaries, health professionals, GP surgeries, and hospitals, by written, verbal and email communication. Act on the information and distribute accurately.
• To undertake any other duties as appropriate to the role.

About us

Here at George Eliot our vision to 'excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:

Effective Open Communication

excellence and safety in everything we do

Challenge but support

Expect respect and dignity

Local health that inspires confidence

Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, in house training and development, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.

Job responsibilities

To provide a comprehensive and confidential service, working within the Booking team in accordance with Departmental, Trust and National standards, policies and procedures. Assisting and supporting the Booking & Access Team Leader and, Clinical teams where necessary, in the day-to-day management of their areas and identifying appointment capacity concerns where appropriate.

To provide support Booking Team members, providing cross-over on a reciprocal basis in the absence of colleagues and providing day to day supervision, when required

Person Specification Experience and Knowledge

• Proven experience of delivering a wide range of administration tasks to a high standard, in a patient/service focused environment.
• Experience of delivering objectives with a constantly changing environment.
• Experience of dealing with patients and the public in a polite, pleasant, and professional manner.
• Maintain patient details according to data quality standards.
• Ability to deliver a high level of accuracy and consistency in all work undertaken.
• Experience of working in an NHS/Dental services environment
• Knowledge of Electronic Referral System (REGO)
• Knowledge of paper and electronic records management

Qualification(s) and Professional Training

• GCSE's in Maths and English at Level 5 or above or equivalent.
• Administrative/Customer Service Skills at level 3 or equivalent training and/or experience.
• Previous experience of administration in the health sector.
• IT skills (ECDL or equivalent).

Skills and Abilities

• Ability to work under pressure and remain calm under a range of circumstances.
• Ability to follow instructions and complete assigned tasks.
• Ability to deal with the public on the phone.
• Willingness to produce a personal development plan with manager.

Personal Qualities

• Ability to form positive working relationships and work as part of a team.
• Ability to communicate accurately and effectively with patients and colleagues, verbally and in writing.

Other

• Willing to attend occasional meetings at all Trust sites.

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.

Warwickshire Special Care Dental Service, Whitnash Lodge, Leamington Hospital