Gloucestershire Health and Care NHS Foundation Trust

Administration Officer - Gloucestershire Wheelchair Assessment Service

The closing date is 19 September 2025

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Job summary

We have an exciting opportunity for an experienced administrator to join our team! We are looking for someone who will provide high level confidential administrative support to Gloucestershire Wheelchair Assessment Service.

Join our team and you'll discover our working environment is quite unique. We empower people and trust them to make their own decisions for customers with none of our calls being scripted. You will provide an outstanding level of admin support to an all age, all disability countywide service - we look after everyone who needs a wheelchair full time in Gloucestershire. Previous NHS experience would be an advantage, as well as the ability to work on your own initiative. We are looking for a team player with excellent communication skills and the ability to project the professional image of the business through demonstrating empathetic customer service care in all activities.

Main duties of the job

The post holder will work to provide administrative support to the Wheelchair Service.

To work closely within the multi-disciplinary team providing administration support for the requirements of the service as led by the Clinical Team Lead

To support the management of referrals into the services, support administration to the patient care pathway and to be the main contact for the service

To support the requirements of the service as led by the Administrative Manager and Clinical Team Leader

To project the professional image of the business through demonstrating excellent customer service in all activities

To adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.

To maintain/update information of the Trust's patient information system

To maintain confidentiality at all times

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

  • 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
  • 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
  • 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Details

Date posted

08 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

327-25-752

Job locations

Gloucestershire Wheelchair Assessment Service

Independent Living Centre, Village Road

Cheltenham

GL51 0BY


Job description

Job responsibilities

To support the smooth day to day running of Gloucestershire Wheelchair Assessment Service as delegated by the Administration Manager, in accordance with the Wheelchair Services Service Level Agreement

To provide a welcoming and responsive reception service to all contacting the wheelchair service, including answering the phone, taking messages, responding to and passing on emails received to the generic inbox, archiving, answering the door for clients, receiving incoming parcels, processing incoming and outgoing post

To accurately place orders for office supplies

To accurately place orders for wheelchairs and accessories using the appropriate ordering system

To check in all wheelchairs received and inform relevant clinician promptly

To follow the appropriate process to close down orders and ensure client equipment records reflect what the client has on issue

To arrange collections of equipment from clients homes and the Wheelchair Service base

To process requests for 3rd party Low Needs Personal Wheelchair Budgets promptly and accurately, including issuing paperwork to clients

Work in line with all Trusts policies and the Standard Operating Procedures of the Wheelchair Service.

This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

Job description

Job responsibilities

To support the smooth day to day running of Gloucestershire Wheelchair Assessment Service as delegated by the Administration Manager, in accordance with the Wheelchair Services Service Level Agreement

To provide a welcoming and responsive reception service to all contacting the wheelchair service, including answering the phone, taking messages, responding to and passing on emails received to the generic inbox, archiving, answering the door for clients, receiving incoming parcels, processing incoming and outgoing post

To accurately place orders for office supplies

To accurately place orders for wheelchairs and accessories using the appropriate ordering system

To check in all wheelchairs received and inform relevant clinician promptly

To follow the appropriate process to close down orders and ensure client equipment records reflect what the client has on issue

To arrange collections of equipment from clients homes and the Wheelchair Service base

To process requests for 3rd party Low Needs Personal Wheelchair Budgets promptly and accurately, including issuing paperwork to clients

Work in line with all Trusts policies and the Standard Operating Procedures of the Wheelchair Service.

This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

Person Specification

Professional Knowledge

Essential

  • Skilled in Microsoft Office packages e.g. Word, Excel, use of computer and keyboards

Desirable

  • Previous use of Electronic Patient Records e.g. SystmOne

Qualifications and Experience

Essential

  • GCSE or Equivalent in Maths and English
  • NVQ Level 3 in administration or equivalent.
  • Proven experience of unsupervised administrative work in a busy office environment

Desirable

  • Previous experience of working within the NHS

Personal Skills, Abilities and Attributes

Essential

  • Ability to work effectively both autonomously and as part of a team
  • Good organisation and time-management skills
Person Specification

Professional Knowledge

Essential

  • Skilled in Microsoft Office packages e.g. Word, Excel, use of computer and keyboards

Desirable

  • Previous use of Electronic Patient Records e.g. SystmOne

Qualifications and Experience

Essential

  • GCSE or Equivalent in Maths and English
  • NVQ Level 3 in administration or equivalent.
  • Proven experience of unsupervised administrative work in a busy office environment

Desirable

  • Previous experience of working within the NHS

Personal Skills, Abilities and Attributes

Essential

  • Ability to work effectively both autonomously and as part of a team
  • Good organisation and time-management skills

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

Gloucestershire Health and Care NHS Foundation Trust

Address

Gloucestershire Wheelchair Assessment Service

Independent Living Centre, Village Road

Cheltenham

GL51 0BY


Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Gloucestershire Wheelchair Assessment Service

Independent Living Centre, Village Road

Cheltenham

GL51 0BY


Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Clinical Lead Therapist, Glos Wheelchair Service

Sarah Griffiths

sarah.griffiths@ghc.nhs.uk

03004217170

Details

Date posted

08 September 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

327-25-752

Job locations

Gloucestershire Wheelchair Assessment Service

Independent Living Centre, Village Road

Cheltenham

GL51 0BY


Supporting documents

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