Wheelchair Service Administrator

Job overview

We are seeking an organised and proactive Wheelchair Service Administrator to join our Wheelchair and Specialist Seating Service. This is a key administrative role supporting the delivery of a high-quality, patient-centred service for wheelchair users across Sussex.

The successful candidate will act as the first point of contact for patients, carers, healthcare professionals and external contractors, providing excellent customer service and ensuring enquiries are managed efficiently and professionally. The role involves processing referrals, maintaining accurate patient records, coordinating equipment orders, arranging repairs and deliveries, and supporting the day-to-day administration of the service.

Working closely with therapists, engineers and the wheelchair maintenance contractor, you will play an important role in ensuring patients receive the right equipment at the right time. You will need strong organisational skills, attention to detail, and the ability to prioritise a varied workload while maintaining high standards of confidentiality and data quality.

This is an excellent opportunity for an experienced administrator who enjoys working in a busy healthcare environment and is committed to delivering outstanding service to patients and colleagues.

Main duties of the job

a) To be responsible for the ordering of all goods / equipment prescribed by therapists or engineers, and to chase orders with manufacturers to obtain and progress delivery dates. Orders are placed using an electronic ordering system.

b) To receive delivery of goods and check they meet the written specification, ensuring the goods are clearly labelled and placed in the appropriate place, noting delivery and informing the relevant therapist / engineer.

c) To organise the return of incorrect / faulty goods or equipment needing repair and monitor/progress warranty repairs where appropriate.

d) To carry equipment to and from the stock room when required.

e) To ensure that the storage areas, corridors, doorways and fire exits are kept clear and clutter free.

f) To ensure contaminated equipment is handled according to department and Trust policy.

g) Provide induction / training on the administrative processes and systems to new members of staff.

h) To accurately input data into the centre’s database.

i) To advise the manager, therapy and engineering staff on administrative issues or anomalies with the database.

j) To be responsible for the electronic transfer of delivery / collection / repair orders to the wheelchair maintenance contractor on a daily basis and to manage any difficulties which arise from this.

Detailed job description and main responsibilities

a) To ensure that all client information is accurately documented on the client database, including all contacts from and to clients and carers.

b) To process orders to the wheelchair maintenance contractor using the client database.

c) To send out routine letters and questionnaires when required.

d) To carry out general filing duties including making up new files for clients.

e) To ensure patient records are archived regularly in line with the Trust’s Health

f) Records procedures.

g) To run the process to progress the reclamation of equipment and update the database.

h) To take minutes of meetings, type onto Trust standard template and distribute to the team.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.