Patient Administrator

Patient Administrator - Gloucestershire Community Dental Services

Closing date: 22 April 2026

Contract: Permanent

Working pattern: Part time, 22.5 hours per week

An enthusiastic, highly motivated, confident and organised individual is required to join the Gloucestershire Community Dental Services as a Patient Administrator.

Responsibilities

• Provide administration services including appointment booking and record maintenance for patients referred to the service.
• Ensure patients receive correct, concise information regarding their appointments in an understandable format.
• Update and maintain patient records, manage appointment details, and ensure records are stored securely and archived per Trust policies.
• Treat all service users, families, and carers with empathy, dignity, and respect, putting the patient at the centre of every task.
• Act independently within defined policies and procedures while managing workload and addressing inquiries.
• Take minutes of team meetings and oversee the computerized appointment system.
• Provide a comprehensive administration service to internal and external users across Gloucestershire Community Dental Clinics.
• Give advice, information, and guidance to stakeholders over the telephone and face to face.
• Handle data entry, monitor diaries and appointments, analyse information to resolve issues, and manage payments and related inquiries.
• Assist with staff allocation and cover across all sites during the Team Leader's absence.
• Guide new staff and less experienced team members on administrative and secretarial responsibilities; keep training notes updated and refer team members to policies and procedures.
• Ensure all patient records are stored securely and prepared for archiving following Trust policies and procedures.
• Respond appropriately to external inquiries from members of the public, health professionals, and other organisations.
• Advise patients and carers about dental charges and NHS entitlement.
• Maintain proficient keyboard skills for regular operation of computer systems.
• Accurately maintain patient records, monitor diaries, answer queries, and report discrepancies in patient accounts.
• Undertake other duties related to the service consistent with the nature of the job and its level of responsibility.

Qualifications & Experience

The qualification, training and experience requirements for the role are outlined below.

• GCSE Maths & English - Grade C or above.
• NVQ Level 3 in Business Administration or equivalent experience.
• European Computer Driving Licence (ECDL).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. Applicants will be required to submit a Disclosure to the Disclosure and Barring Service.

Employment Details

Employer: Gloucestershire Health and Care NHS Foundation Trust

Location: Community Dental Service, Southgate Moorings

Salary: £24,937 to £26,598 per annum (pro rata)

Reference number: 327-26-217