About this role
Job summary
We are seeking an organised and proactive Wheelchair Service Administrator to join our Wheelchair and Specialist Seating Service. This is a key administrative role supporting the delivery of a high-quality, patient-centred service for wheelchair users across Sussex.
The successful candidate will act as the first point of contact for patients, carers, healthcare professionals and external contractors, providing excellent customer service and ensuring enquiries are managed efficiently and professionally. The role involves processing referrals, maintaining accurate patient records, coordinating equipment orders, arranging repairs and deliveries, and supporting the day-to-day administration of the service.
Working closely with therapists, engineers and the wheelchair maintenance contractor, you will play an important role in ensuring patients receive the right equipment at the right time. You will need strong organisational skills, attention to detail, and the ability to prioritise a varied workload while maintaining high standards of confidentiality and data quality.
This is an excellent opportunity for an experienced administrator who enjoys working in a busy healthcare environment and is committed to delivering outstanding service to patients and colleagues.
Main duties of the job
a) To be responsible for the ordering of all goods / equipment prescribed by therapists or engineers, and to chase orders with manufacturers to obtain and progress delivery dates. Orders are placed using an electronic ordering system.
b) To receive delivery of goods and check they meet the written specification, ensuring the goods are clearly labelled and placed in the appropriate place, noting delivery and informing the relevant therapist / engineer.
c) To organise the return of incorrect / faulty goods or equipment needing repair and monitor/progress warranty repairs where appropriate.
d) To carry equipment to and from the stock room when required.
e) To ensure that the storage areas, corridors, doorways and fire exits are kept clear and clutter free.
f) To ensure contaminated equipment is handled according to department and Trust policy.
g) Provide induction / training on the administrative processes and systems to new members of staff.
h) To accurately input data into the centre's database.
i) To advise the manager, therapy and engineering staff on administrative issues or anomalies with the database.
j) To be responsible for the electronic transfer of delivery / collection / repair orders to the wheelchair maintenance contractor on a daily basis and to manage any difficulties which arise from this.
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Accredited Living Wage Employer, we ensure fair pay for all our staffo Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trust
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description Job responsibilities
a) To ensure that all client information is accurately documented on the client database, including all contacts from and to clients and carers.
b) To process orders to the wheelchair maintenance contractor using the client database.
c) To send out routine letters and questionnaires when required.
d) To carry out general filing duties including making up new files for clients.
e) To ensure patient records are archived regularly in line with the Trusts Health
f) Records procedures.
g) To run the process to progress the reclamation of equipment and update the database.
h) To take minutes of meetings, type onto Trust standard template and distribute to the team.
Person Specification
Qualifications Essential
5 GCSEs at Grade C or above or equivalent (including English Language) RSA 1 typing or equivalent knowledge gained through experience
Experience Essential
Experience of using computerised database packages At least 2 years experience of working in an office environment Experience of dealing with confidential and sensitive issues and awareness of the need for discretion Ability to communicate clearly and effectively, both verbally and in writing with patients, colleagues and organisations Ability to communicate with people with disabilities where there may be barriers to communication Attention to detail Ability to work flexibly to meet the needs of the service Ability to prioritise a competing and demanding workload A good working knowledge of IT systems and software, including Microsoft Word and Outlook A working knowledge of office procedures Ability to deal with stressful situations within a supportive environment Ability to work effectively as part of a team
Desirable
Experience of minute taking Knowledge of wheelchair products
Other Requirement Desirable
Experience of working in a healthcare/NHS setting Knowledge of medical terminology
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.
Employer details Employer name Sussex Community NHS Foundation Trust
Address Rose Wing - Horsham Hospital
Horsham
RH12 2DR
United Kingdom
Employer's website https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)