Staffordshire & Stoke Wheelchair Service Clinical Administrator

Job summary

Our friendly Clinical Administrators provides support to the clinical team at the Staffordshire and Stoke on Trent NHS Wheelchair Service.

You will be one of our Clinical Administrators working closely together with the Clinical Team and providing a friendly welcome to all visitors to the service. The Clinical Team includes Physiotherapists, Occupational Therapists and Rehab Engineering staff.

This is a busy service, and most of the team have been in post for many years, bringing a wealth of experience to help to give a warm welcome to a new team member.

Main duties of the job

This post holder will undertake customer service duties including loading referrals onto the IT system, arranging clinic appointments, and dealing with telephone calls and emails. Strong skills and experience in Microsoft Excel and Word will be required, to develop our information management processes under the direction of experienced members of the team. Key skills include empathy and clear communication to help put our service user's and carers at the heart of all we do.

About us

Ross Care provide clinically lead, high-quality wheelchair services on behalf of the NHS. Our friendly teams include OTs, Physiotherapists and Rehabilitation Engineers, providing services for all age ranges.

We operate across 40 regions in England and Wales, supporting over 400,000 wheelchair users each year and covering 45% of the population. We take great pride in the role we play in making a real difference in the lives of those who matter most - our patients and their families.

Ross Care are a values-led organisation where people come first and whilst demand can often be high, our commitment to delivering high-quality care never wavers.

We foster an environment where every team member is included, supported and empowered to contribute ideas and shape how we deliver services.

We are Committed to Sustainability and we take our environmental responsibilities seriously - tracking our carbon footprint, setting measurable targets, and continuously seeking new ways to reduce environmental impact.

Details

• Date posted: 16 October 2026
• Pay scheme: Other
• Salary: £25,272 a year
• Contract: Permanent
• Working pattern: Full-time, Part-time, Flexible working
• Reference number: E0453-26-0044
• Job locations: Staffordshire and Stoke on Trent NHS Wheelchair Service, Tollgate Drive, Tollgate Industrial Park, Beaconside, Staffordshire, ST16 3HS, United Kingdom

Job responsibilities

Purpose of the job

To help to create an efficient and effective, friendly and courteous day to day customer service/clinical administration department.

Communication - Responsible for answering daily calls and emails in a courteous/friendly manner. Responsible for communicating any issues to the Clinical Lead or Clinical Admin Lead that are unable to be resolved by yourself to ensure effective solution/outcome in all cases.

Entering/Monitoring of Referrals - Responsible for entering referrals immediately onto the computer system in an effective manner when the referral is received via a user, carer or family or from a prescriber. Training will be provided on use of the computer system.

Appointments - To assist with the arrangement and booking appointments with the clients / next of kin / carers, suppliers.

Queries/Enquires - Responsible for dealing with all queries from prescribers, service users, carers and colleagues, and passing on messages in a timely manner.

Administration - Responsible for the daily efficient running and accounting of all administrative operational systems within the clinical areas of the service.

IT/Data - Responsible for the completing of processes, including spreadsheets and reports for data required as requested by clinical managers. Responsible for compiling and processing of data as requested.

Hardware - Ensure that the IT equipment is maintained and functional. Responsible for the safekeeping of your own computer.

General - Responsible for helping out in any area of the Wheelchair Service. You will be assigned to specific areas or tasks associated with customer service. Flexibility is therefore required to ensure that the service centre remains effective and efficient, and to manage and cover for other staff in their absence.

Undertake the job in line with Ross Care competencies as follows:

Achieves business results and adds value to the service

Focuses on internal and external customers

Builds and maintains effective teamwork with colleagues

Embraces change

Perform duties according to all Company policies, procedures and instructions.