Team Secretary

Job summary

*** Please note this post is internal to North Cheshire and Mersey employees at this time ***

An exciting opportunity has arisen for a role as an Administrator, Band 3 post within the Halton and St Helens & Warrington Wheelchair service. The role will see you working independently and alongside the Wheelchair Specialist Therapists and Wheelchair Technical Engineers. The post is based over three sites.

This is a small friendly office environment dealing with service users/staff/health care professionals contacting the service to enquire regarding appointments, send referral forms, deal with enquires from service users and professionals about their wheelchairs.

Because you will be dealing directly with service users or professional staff over the phone you will be expected to have excellent communication skills, being courteous and respectful to their individual circumstances and care needs.

You will be booking appointments directly onto an electronic system (BEST) and therefore good IT skills will be essential.

Main duties of the job

Your main day to day activities will include:

To provide comprehensive administrative support to the Wheelchair Assessment Centre and associated Health Professionals and their clients ensuring that management services are delivered smoothly and effectively.

Taking calls from service users/carers wishing to either book/cancel or re-arrange appointments.

Using the electronic booking system (BEST) to make those appointments.

Re-arrange clinics at short notice in cases of staff absence.

Update clinical staff as to any changes to their timetables/clinics.

Adding referrals onto the electronic booking system (BEST) for clinicians to Triage.

Completing orders to external suppliers for parts and stock.

Completing tasks using the electronic system (BEST) as raised by clinical staff.

About us

Flexible working will be considered for all roles.

North Cheshire and Mersey NHS Foundation Trust (NCM) serves more than one million residents across the Halton and Warrington boroughs and the wider North West region.

Bringing together community and out-of-hospital services (formerly provided by Bridgewater Community Healthcare) with inpatient and elective care (formerly Warrington and Halton Teaching Hospitals) we provide services at two hospital sites and more than 70 community hubs and facilities.

Our mission, vision and values are at the heart of North Cheshire and Mersey NHS Foundation Trust (NCM).

They underpin everything we do and everything we aspire to be as an organisation.

Our mission

We will be exceptional for our patients, our communities and each other

Our vision

We will be a great organisation providing excellent healthcare and opportunities to work and learn

Our values

• Kind: We are caring, supportive and respectful to everyone
• Open: We are honest, transparent and open to new ways of working
• Fair: We listen, value our differences and are inclusive to all
• One team: We work well together and with our communities

Details

• Date posted: 15 July 2026
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £25,760 to £27,476 a year
• Contract: Permanent
• Working pattern: Part-time, Flexible working
• Reference number: C9835-HA26-073
• Job locations: Halton Independent Living Centre, Collier Street, Runcorn, Cheshire, WA7 1HB, United Kingdom

Job responsibilities

Job Purpose:

To provide comprehensive administrative support to the Wheelchair Assessment Centre and associated Health Professionals and their clients ensuring that management services are delivered smoothly and effectively. To act as first point of call with patients and their families in person and on the phone.

To assist in maintaining and updating the computerised database for clients of the service.

To complete reports and projects on behalf of the team.

To be the designated authority for orders for the Wheelchair Service and responsible for checking deliveries against orders and reporting discrepancies.

Duties and Responsibilities

• To provide efficient administration and clerical support to the wheelchair department, undertaking typing and formatting letters as required, using word, excel and access programmes.

• Prioritise referrals and queries on receipt to support Wheelchair Therapist in decision making.
• To maintain accurate written and electronic patient records within the department.
• To maintain an accurate message and E-mail system.

To act as first point of contact for any problem/queries/complaints arising from the day to day running of the department.

To take receipt of all referrals, contacting client/health professionals for further information to assist the therapist in her decision regarding the type of equipment required.

To liaise with clients/family/carers to arrange appointments for home visits/clinic appointments for the clinical team.

To register all clients requiring an appointment.

To ensure all contracts are raised for the appropriate equipment.

To be responsible for ordering stationery and NHS supplies.

To be responsible for checking deliveries against orders and reporting discrepancies.

Take receipt of and distribute the post

To produce new client assessment packs, booklets and any other standard letters required by the department.

Hold petty cash for Wheelchair Department and manage system.

Maintain (electronic) filing systems client/orders/approved repairers.

Stock control responsibility, to order and monitor stocks and support the team in deciding what equipment is required to keep the department running efficiently.

To liaise with clients, professionals, approved repairers and suppliers both on the telephone and in person to sort out any queries, discuss cost and completion dates for equipment.

To be tactful and understanding to sensitive or contentious issues

• To communicate effectively and professionally relaying requests and information by fax, telephone or face to face with clients, carers and other professionals and be sensitive to clients with special needs.

Support the Manager in providing information for meetings with Approved repairers and attend meeting when required.

Communicate with clients who have language/speech difficulties in a skilled way to elicit appropriate information for the Therapist, either by telephone or in person.

Communicate sensitively and effectively to clients who have mental health, learning disabilities or breathing difficulties, which affect understanding and communication.

To take minutes in Team Meetings and record and distribute to team members.

Process wheelchair orders and input data onto the wheelchair computerised system/electronic database

• Update database adding new clients information and amend accordingly when necessary.
• Maintain the death list within the database system.

• To update my skills as and when required.

• Provide manager with reports as required. (Reports also provided for band 8 and CCG)

• Type letters to clients and suppliers.

• To run reports from the electronic database as and when required for end of month and quarterly reports. Provide summary of service performance to band 8 and CCG.

• To act as a Super user for the patient electronic records system.

• To be responsible for the monthly Record Keeping Audit, and provide senior management with any other audits when required

• To provide and keep updated a yearly clinical schedule for all clinicians

Take receipt of Wheelchair deliveries/returns, checking equipment is correct. Transfer wheelchairs/buggies/specialist seating/cushions to store areas.

Other Duties

• Supply relevant training to temporary staff in department. (provide training for all staff including new starters and current staff)

• Supply all new starters with relevant IT resources such as user names and passwords; supply an induction schedule and any relevant training.

Ability to work under pressure and focus when frequently interrupted.

Robust knowledge of wheelchairs and accessories and Approved Suppliers.

To maintain and archive clinical notes in line with Bridgewater NHS Trust policy.

To participate in training, as appropriate.

Take sole responsibility for the office management when the clinical staff are out of the department on community visits.

To be the designated Fire Warden and First Aider for the Wheelchair Service.

To adhere to Bridgewater policies and working practices.

To book in all PDRs and one to one sessions for every member of the team with their relevant supervisor.

To provide a training schedule for all clinicians to ensure product knowledge is kept up to date.

Please see attached Full Job Description and Person Specification.