Wheelchairs Operational Administration Support

7 months ago


Norwich, United Kingdom Norfolk Community Health and Care NHS Trust Full time

Researching appropriate websites, downloading and circulating documents, as requested. Identify and report areas within working processes and procedures that could improve service delivery Being multiskilled across the service 2. To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner 3. To make outbound calls to patients to book appointments, arrange deliveries and relay information 4.

To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries 5. To receive and process referrals into the service, which may be urgent. To liaise with health professionals to triage, correctly process referrals and to employ effective waiting list management and appointment booking 6. To maintain schedules, diaries, and clinics for the Clinicians and the Field Engineers.

This will include booking patients into ledgers, resolving appointment conflicts, ensuring processes are followed and all information regarding the patient is ready for the appointment 7. To organise and service the Wheelchair Service Team meeting which may involve travel to and from other venues. Issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes 8. To communicate with Clinicians, Field Engineers, Workshop Engineers and Service Leads, responding in a timely manner.

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as directed 12. Inputting onto various databases and systems, e.g. SystmOne, Equip and designated spreadsheets e.g. Patient Tracker and New Dynamics, within the required timescales and deadlines 13.

To cover Reception at the Re-enablement Services Centre, checking patients into the service manually or through patient encouragement using the Check-in Screen 14. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times 15. To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the Wheelchair Administration Coordinator and/or the Admin Team Leader 16. To be committed to working within a changing environment, responding positively to new demands and changes.

To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Wheelchair Administration Coordinator and/or the Admin Team Leader 17. To monitor and report sickness absence and annual leave 18. Provide cover in other departments, including Reception, during periods of absence, as directed by the Wheelchair Administration Coordinator and/or the Admin Team Leader. This may require travelling to other sites 19.

It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures 20. To attend relevant meetings, including Wheelchair Service meetings. These may be virtual or in person. This may require travelling to other sites



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