Detailed job description and main responsibilities

Key results from the job holder
•    To be the designated authority for orders for the Wheelchair Service and responsible for checking deliveries against orders and reporting discrepancies.
•    To provide an 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. 

Planning and Organisational Duties
•    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 checking deliveries against orders and reporting discrepancies.
•    To produce new client assessment packs, booklets and any other standard letters required by the department.
•    Maintain filing systems client/orders/approved repairers.
•    To download and receive updated information to/from Approved Repairer.

Communications and Key Working Relationships 
•    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 telephone, email or face to face with clients, carers and other professionals and be sensitive to clients with special needs.  
•    Contacting families of deceased to arrange return of equipment, being extremely aware of the sensitively of the situation.
•    Follow up, on a regular basis the files held in pending, contacting the client/family or professionals involved for information required to continue processing referrals.
•    Contact other Wheelchair Services and Agencies to trace clients who have moved out of our area so we can transfer documentation to the relevant Service. 
•    To make a note of all equipment reported as lost/stolen and advise clients that a police incident report number required and that they may be liable for replacement cost.
•    Liaise with clients requesting remuneration for lost/stolen, damaged equipment, not due to wear and tear.
•    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.

Physical Skills
•    Demonstrate safe and correct use of standard wheelchairs to clients/family when clinical staff not available following written guidance/checklist.
•    Take receipt of Wheelchair deliveries/returns, checking equipment is correct.
•    Transfer wheelchairs/buggies/specialist seating/cushions to store areas.
•    Weigh patients when clinical staff are not available.
•    Ability to work under pressure and focus when frequently interrupted.

Responsibility for Finance
•    Take receipt of and distribute the post, purchasing stamps as required for outgoing mail.
•    Check invoices into department and act on any queries and deal with as necessary, preparing for manager to sign for finance. 
•    Maintain a budget sheet detailing expenditure for managers to act upon.
•    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 be responsible for ordering stationery and NHS supplies
•    Hold petty cash for Wheelchair Service and manage system

Responsibility for Human Resources/IT 
•    Adhere to Trust Policies, Procedures and Guidelines
•    Ensure compliance with Mandatory training requirements in accordance with Trust Policy
•    This role includes being an Information Asset Administrator for systems within the department, providing support to the Information Asset Owner regarding the use, management and governance of the system.
•    Ensure that IG policies and procedures are followed with regard to the Information Asset
•    Recognise potential or actual security incidents and escalate
•    Consult their IAO on incident management
•    Ensure that the Trust’s information asset register is accurate and up to date for your system.
•    Ensure information handling procedures are fit for purpose and properly applied
•    Under the direction of the IAO, ensure that personal information is not unlawfully exploited
•    Recognise new information handling requirements and that the relevant IAO is consulted over appropriate procedures
•    Recognise potential or actual security incidents and consult the appropriate IAO
•    Report to the relevant IAO on the current state of the information asset

Responsibility for Health & Safety
•    Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.  

Responsibility for Teaching
•    Facilitate a supportive learning environment to enable all members of the team to develop.
•    To support the learning and development of the Band 2 Administrative Assistant within the Wheelchair Service admin team. 

Work Circumstances & on-call
•    Mon-Fri working hours, no on-call rota or responsibility at this time.