Job summary
Are you looking for an opportunity to work in NHS administration
in a busy Wheelchair Service? If so, then this role could be for you.
The Wheelchair Service supplies wheelchairs
to people with disabilities, to help develop their full potential and maintain
their health and independence. We are currently looking to fill a vacancy
within the team, with a highly motivated, well-organised person who is
committed to maintaining this high-quality service.
An exciting
opportunity has arisen for an enthusiastic individual to join our well-established team. Covering
our core operating hours (8am-4pm, Mon-Fri) with a mix of office and
homeworking, duties will include processing and ordering prescribed
equipment,arranging deliveries/collections, supporting clinical work, and
dealing with telephone and personal callers to the service.
In return, we will provide you with
resources to develop and progress a long-term career as well as flexibility,
continual professional development, and a wide range of wellbeing support. If
you would like to informally discuss if this is the right role for you, get in
touch with the Recruiting Manager who can be found on the top right-hand side
of the advert.
Full time - part time considered.
Please note the Trust is unable to provide sponsorship to work for this role, to apply you must have current right to work in the UK status. If you are employed on an acceptable time limited visa, there is no guarantee of sponsorship at point of expiry.
Main duties of the job
The role
will involve a variety of administrative tasks as set out in the job
description.
Responsibilities will include
maintaining full computer records as required and updating inspection dates on
all issued wheelchairs. Ordering wheelchairs, parts and accessories to meet the
needs of the clients, ensuring contract prices are used or quotes are obtained
by liaison with contractors as and when necessary. To monitor and resolve any
problems within the supply chain that may affect clients receiving their
equipment in a timely manner.
Ensuring all equipment is delivered out fully
charged if needs be and with the relevant paperwork to the clients without
delay. All clinics including special seating clinics, home visits are booked
ensuring full utilisation of therapy time.
About us
At Herefordshire and Worcestershire Health and Care NHS Trust,
we are working together to deliver outstanding care. We run community hospitals
and community health services across Worcestershire and provide mental health
and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of
all ages, experiencing both physical and/or mental health conditions from over
100 sites.
We will support you to thrive; offer flexible
working options for a great work-life balance, help you fulfil your ambitions,
and empower you to make positive changes within your team or service. We value
diversity and encourage applications from people of all backgrounds, cultures,
and ethnicities.
What we offer;
-
27 days leave plus bank holidays, increasing up to
33 days with long service
-
Generous NHS pension and enhanced pay when you work
unsocial hours
-
Flexible and agile working opportunities
-
Great maternity, paternity, and adoption support
-
Wide range of supportive staff networks
-
Health and wellbeing opportunities
If you would like to know more, please visit our
website.
We encourage you to read the attached applicant guidance notes.
Sharing
your data - As a data controller we may sometimes need to process your data to
pursue our legitimate business interests, for example to request a survey from
you (optional), to support the Trusts understanding of where you gained
interest in working for the Trust.
Job description
Job responsibilities
Undertake
administration duties that are specific to the role.
Answer or deal
with both face-to-face and telephone enquiries in a tactful and professional
manner,
recording any messages efficiently and passing them to the relevant
individual in an appropriate and
timely manner.
Liaise
and interact with service users, clinical referrers, suppliers and senior
managers, as and when required.
Communicate
information, some of which may be complicated, to colleagues or staff from other
departments - external contacts.
Maintain accurate, contemporaneous and complete records in
accordance with the Trusts policy and guidelines for records and record
keeping.
Input data to electronic systems on a daily basis (specific
to the role).
Manage
and prioritise own workload effectively.
Coordination and maintenance of filing systems.
Assist in service audits where indicated and undertake
surveys or audits of own work to ensure required standards are met.
Order equipment supplies, including complex equipment, as
appropriate.
Be responsible for securing the department/locking the
building, if required.
Assist with the recruitment process for the department.
Be a flexible and supportive member of the team, providing
cover during staff absences or during times when there is high demand for
administrative support.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Job description
Job responsibilities
Undertake
administration duties that are specific to the role.
Answer or deal
with both face-to-face and telephone enquiries in a tactful and professional
manner,
recording any messages efficiently and passing them to the relevant
individual in an appropriate and
timely manner.
Liaise
and interact with service users, clinical referrers, suppliers and senior
managers, as and when required.
Communicate
information, some of which may be complicated, to colleagues or staff from other
departments - external contacts.
Maintain accurate, contemporaneous and complete records in
accordance with the Trusts policy and guidelines for records and record
keeping.
Input data to electronic systems on a daily basis (specific
to the role).
Manage
and prioritise own workload effectively.
Coordination and maintenance of filing systems.
Assist in service audits where indicated and undertake
surveys or audits of own work to ensure required standards are met.
Order equipment supplies, including complex equipment, as
appropriate.
Be responsible for securing the department/locking the
building, if required.
Assist with the recruitment process for the department.
Be a flexible and supportive member of the team, providing
cover during staff absences or during times when there is high demand for
administrative support.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Person Specification
Skills and Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Intermediate IT skills. These will be tested at interview
- Numerate
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
Experience
Essential
- Recent, relevant Administrative/Secretarial experience.
Desirable
- Previous relevant NHS experience
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
- Ability to meet the travel requirements of the role
- I understand the Trust will not provide sponsorship to work for this role, and employment on a time limited visa doesn't guarantee sponsorship at point of expiry.
Knowledge
Essential
- Knowledge of a range of administrative or secretarial procedures
- Detailed knowledge of Microsoft Office: Word - Excel - Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Desirable
- Knowledge of ELMS Equipment Management System
- Knowledge of procurement systems
Qualifications
Essential
- Educated to vocational level 3 in Business Administration, or Educated to vocational level 2 with NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Person Specification
Skills and Abilities
Essential
- Ability to challenge poor behaviour
- Role modelling good behaviour
- A positive attitude and able to act on feedback
- Ability to praise and be supportive to others
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Intermediate IT skills. These will be tested at interview
- Numerate
- Accuracy and attention to detail
- Good organisational skills
- Able to demonstrate the ability to use initiative effectively
Experience
Essential
- Recent, relevant Administrative/Secretarial experience.
Desirable
- Previous relevant NHS experience
Additional Criteria
Essential
- Willingness to commit to continuing professional development
- Professional manner as a representative of the Trust
- Tact and discretion for dealing with confidential information
- Ability to meet the travel requirements of the role
- I understand the Trust will not provide sponsorship to work for this role, and employment on a time limited visa doesn't guarantee sponsorship at point of expiry.
Knowledge
Essential
- Knowledge of a range of administrative or secretarial procedures
- Detailed knowledge of Microsoft Office: Word - Excel - Outlook
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Desirable
- Knowledge of ELMS Equipment Management System
- Knowledge of procurement systems
Qualifications
Essential
- Educated to vocational level 3 in Business Administration, or Educated to vocational level 2 with NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post.
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
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.
