GA/Referrals Administrator

Posting date:	28 April 2026
Salary:	£25,760.00 to £27,476.00 per year
Additional salary information:	£25760.00 - £27476.00 a year
Hours:	Full time
Closing date:	13 May 2026
Location:	Plymouth, PL4 8NF
Company:	NHS Jobs
Job type:	Contract
Job reference:	B9832-2026-AC-1955

Summary

To deliver an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships. You will be responsible for the triage and co-ordination of the patient referrals incoming to the department to be processed. To be responsible for providing daily administrative support in the allocated service area ensuring service priorities are met for example: maintaining records, minute taking, data inputting and reception duties. You will be responsible for co-ordinating the general anaesthetic community dental pathway ensuring the patient is managed appropriately. Typing of confidential reports/letters; which may be supplied via hard copy and/or dictation, (which may contain distressing information) as requested to meet service needs. Working proactively to support team. Ability to work on own and proactively as part of a team. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager. Key Tasks and Responsibilities of the Post Management of service To assist with non-clinical triaging of all referrals received, monitor all current waiting lists. Keeping all dental staff up to date with waiting list information and when next available appointments for each clinician Keeping clinicians recalls up to date on a monthly basis and dealing with Was Not Brought (WNB) and Failed to Attend (FTA) and reporting of any safeguarding issues to the Lead Clinicians. To coordinate the monitoring and data collection of GA and epidemiology lists. Ordering and tracing of Patients notes. Organising GA theatre list and GA Pre assessment clinics To act as an initial point of contact for all external enquiries from members of the public, health professionals and representatives from a range of organisations, and respond appropriately. To help support the use of an electronic scheduling. Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery Responsible for stationery stock control, including ordering to ensure adequate resources available for the service To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone and face to face. To ensure all relevant administrative information is up to date and available for reference To help administer waiting list requests, being proactive in the staffing of them and maintaining regular communication with the relevant parties and keeping an accurate record of events, being proactive of the service delivery To maintain a log of issues/actions on a daily basis To be part of a team delivering an efficient and effective service and be prepared to cover for other staff during sickness and holidays To maintain confidentiality and integrity at all times To actively participate in own learning and development. To contribute to appraisals, development and related activities. Any other reasonable duties commensurate with the job as requested by the management. Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service. Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate Collect, collate and prepare information for service area users with support of Admin Manager. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems. Be compliant with the Data Protection and record management policies and procedures with particular reference to confidentiality and safeguarding issues. Be proactive and contribute ideas for improvement in the way the service is delivered. Able to work on own initiative, prioritising work within defined policies and procedures to set timescales. Ensure that all office support services e.g. post, fax, filing, photo copying, are delivered in a timely manner. Staff management & development Demonstrate own activities to new or less experienced employees. Financial management To process all daily patient payments and banking To support the line manager with banking and remittance service Monitor stock e.g. stationery and order supplies as required within the business area. Undertake surveys or audits as directed. Physical Effort: Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes. May have to occasionally move presentation equipment and office supplies or clinic consumables. Mental Effort Frequent concentration is required when inputting into systems, typing documents, making appointments & processing records with a need to ensure accuracy. The work is usually predictable but there may be interruptions from telephone calls, visitors and staff & occasionally imposed deadlines. Emotional Effort There may be some exposure to service users who may exhibit difficult & challenging behaviours. Working conditions Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties. Key Behaviour Competencies: Working together Be straightforward in our dealings with each other and build relationships Listen to others and explain the decisions we have made Recognise and remove barriers to action Create an open and positive learning culture Learn from mistakes & ask others for support where necessary Be aware of ones own behaviour, values, attitudes, strengths and weaknesses. Ability to reflect on ones behaviour and change them. Uphold the values and be proud to be part of the organisation Ensure appearance is professional & name badge visible Act With Integrity Be honest and do what you say you will do Take responsibility and be accountable for your actions Guard and build the organisations reputation Take into account the human and social impact of our work Treat everyone in a friendly, courteous manner; smile & make eye contact Building Success Together Be compassionate and accepting of others. Be straightforward in our dealings with each other and build relationships Listen to others and explain the decisions we have made Agree on our goals and see them through Treat each other with dignity and respect Learn from each others experiences Understand and recognise each others contributions of being of equal value Be prepared to challenge the status quo Contribute to the organisations success Stretch the boundaries of personal performance Look for better ways of working to achieve improvements Caring for patients Aim to meet the needs of our patients and partners in care Use initiative to enhance care in innovative and imaginative ways Respect individual cultural differences; challenge bias & prejudice Provide a high quality and safe service for patients Maintain privacy and ensure confidential information is kept safe Question poor practice, process & behaviour Health and Safety at Work and Infection Control The post holder is required to take reasonable care for his/her own health and safety and that of other persons who may be affected by his/her acts of omissions. The post holder is also required to ensure that all staff under his/her control adheres to relevant statutory regulations, policies, department safety procedures, COSHH.