Administration Officer - Wheelchair Services

To be the first point of contact in respect of receiving new and re-referrals by telephone, correspondence, electronically and personal callers into the service, offering advice and signposting as appropriate. To process new and re-referrals with reference to current service procedures with responsibility for registering all new referrals and inputting data into the service patient database. Booking appointments, answering queries both internal and external and taking appropriate action in prioritising telephone queries or redirecting as required. To organise and arrange clinics and domiciliary visits for clinicians, including the preparation of relevant case notes and documentation from the electronic patient management system to support and record the intervention then following up the recommended outcomes as directed. To requisition wheelchair products accurately and in a timely manner, advising of any delays or any issues with specifications and delivery. Liaising with suppliers, stores, procurement and the Finance Department as necessary. To signpost repair requests from clients/carers/professionals to Approved Repairer. To maintain the integrity of the patient database for past and present clients, ensuring that client referrals, appointments and clinician contacts are entered efficiently and within reporting deadlines. To monitor the clinicians workload by maintaining their electronic diary in relation to appointment making, answering queries and telephone work. To carry out filing and ensure files are updated so that colleagues have correct, up-to-date information at all times. To maintain and develop the teams client archive filing system. This includes storing and retrieving files in line with Trust Policy and updating deceased client details on the database. All service meetings: to circulate information for the meetings, take minutes and also play an active admin role at the meetings. Compiling and distributing notes from the meetings and completing actions as required. To provide comprehensive secretarial and administrative support to the Walsall Wheelchair and Posture Service which may be in the form of typing, copy typing and/or self-generated correspondence. To provide information and support to service users, carers and professionals. The Admin Team will be the first point of contact for retrieval of information. To support in training any newly appointed staff, as required. To communicate effectively with all team members (admin, clinical and Approved Repairer), clients, their relatives/carers and other agencies. To welcome any visitors to the service effectively. To assist with the implementation, development and maintenance of office procedures to ensure timely and accurate information/statistics are available to the Service Manager. Monitor stationery and other items required to ensure efficient service provision and maintaining stocks Informing service manager of any stock issues. To carry out small scale projects as designated by the Service Manager and/or other such duties that he/she may be required to undertake from time to time. The post holder will be required to demonstrate a reasonable level of initiative in the organisation of workload, and progress the full range of delegated tasks to a satisfactory conclusion, with minimal direct supervision. To undertake other appropriate duties as directed by the Wheelchair and Posture Service Manager. Behaves consistently with the values and beliefs of the organisation and promotes these on day to day basis. Maintains emotional resilience and maturity with the occasional exposure to highly distressing or highly emotional circumstances.

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