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Oxford University Hospitals NHS Foundation Trust
About
The Oxford University Hospitals NHS Foundation Trust (OUH) is one of the largest acute teaching Trusts in the UK, with a national and international reputation for the excellence of its services and its role in teaching and research.
Find out more about the Trust on their web-site at www.ouh.nhs.uk
Watch how OUH goes about delivering compassionate excellence on the ouhnhs YouTube channel
Wheelchair Maintenance Service Administrator
Accepting applications until: 24-Jul-2024 23:59
Vacancy status: Open
Accepting applications until: 24-Jul-2024 23:59
Key details
Location
- Gwefan
- Wheelchair Maintenance Service
- Cyfeiriad
- Unit B Horspath Industrial Estate, 17 Pony Road, Cowley
- Tref
- Oxford
- Cod post
- OX4 2RD
- Major / Minor Region
- Oxfordshire
Contract type & working pattern
- Contract
- Permanent
- Oriau
- Full time - 37.5 hours per week (Monday to Friday 8:00 am - 4:00 pm)
Salary
- Cyflog
- £22,816 - £24,336 Per Annum / Pro Rata
- Cyfnod cyflog
- Yearly
- Gradd
- (NHS AfC: Band 3)
Specialty
- Prif leoliad
- Administrator
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
Many of our recruitment programmes use Value Based Interviewing to identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values
Trosolwg o'r swydd
An exciting opportunity has arisen for an Administrator to join our team. You will provide comprehensive administrative support to Wheelchair Maintenance Service (WMS) staff and act as the initial interface between the WMS, service users and other stakeholders. You will liaise efficiently with Oxfordshire Wheelchair Service administrative, clinical and technical staff to ensure provision of a seamless service to the end user.
Advert
- Answering the phone to service users, their families and carers, and other healthcare professionals.
- Booking with patients, their families and carers, and other healthcare professionals deliveries, services, repairs and collections of wheelchairs and associated equipment.
- Liaising with technicians regarding repairs and equipment orders.
- Processing equipment deliveries.
- Keeping accurate and timely electronic records.
- Additional routine administrative tasks.
Gweithio i'n sefydliad
The Oxfordshire Wheelchair Service (OWS) provides wheelchairs and associated equipment to wheelchair users throughout Oxfordshire. The technicians at the Wheelchair Maintenance Service (WMS) service, repair, deliver and collect these wheelchairs, as well as refurbishing wheelchairs.
Swydd ddisgrifiad a phrif gyfrifoldebau manwl
Main Responsibilities and Duties
Clinical and Technical
- Sensitively exchange information with the user and other stakeholders, using terminology that ensures understanding by all parties noting that English may not be the first language and understanding the cultural diversity of differing ethnic groups.
- Demonstrate a calm, confident telephone manner and understand and empathise with users and carers who may be distressed or annoyed. This may involve requests for collection of equipment following bereavement or frustration that a piece of equipment is not functioning, for example.
- To understand and empathise with users with disabilities that may make communication difficult. This may involve use of non-verbal communication systems such as type talk and e-mail.
- To ascertain the nature of the service user’s problem and obtain sufficient information to allow the mobile technician to complete the necessary work and to independently identify with the user the priority category that should be assigned to the work.
- To negotiate with the service user or their representative and organise all visits including deliveries and collections to ensure that the work is carried out within the timescales required by Oxfordshire Wheelchair Service.
- Take responsibility for personal and service objectives identified in annual appraisal and supervision sessions.
Operational
- Be responsible for supporting accurate data entry into the Oxfordshire Wheelchair Service specialist database, ensuring that information is up-to-date and accurate and a full history is recorded for all service users and equipment.
- Use the specialist database to:
- Complete electronic delivery, collection, repair and maintenance requests.
- Maintain an up-to-date and comprehensive catalogue of spare parts based on the manufacturer’s technical information and spare parts catalogue.
- Generate purchase orders according to Trust Standing Financial Instructions and complete electronic goods received records to ensure that equipment is fully traceable from receipt to disposal.
- Monitor outstanding equipment and liaise with suppliers to ensure that planned or outstanding work can be completed within the required timescale.
- Complete electronic quarantine records to ensure equipment is fully traceable from receipt to disposal. This includes direct supplier contact to ensure that issues with quarantined equipment are resolved efficiently so that committed work can be completed within the target timescale.
- Maintain and update equipment stock management record.
- Maintain and update records as required.
- Process wheelchairs, accessories and spare parts that are delivered to the warehouse and store the equipment in the appropriate place.
- Record user complaints, compliments and feedback in accordance with Trust policy and ensure that they are brought to the attention of the Service Manager within the required timescales.
- Provide cross cover for other administrative staff as required.
Administrative and Financial
- Co-ordinate the diary and schedule availability of all technical staff in relation to user-related work activities.
- Open and sort incoming post, ensuring it is distributed to relevant parties as appropriate and co-ordinate the collection of outgoing post for delivery to the Wheelchair Service.
- Set up and maintain records and spreadsheets as required by the Service Manager.
- Ensure all office equipment is functioning correctly, arranging for repairs as required and alerting the Maintenance Service Manager if large items of equipment require replacement.
- Maintain an up-to-date library of equipment user manuals to ensure that all equipment supplied to the end user is accompanied by the appropriate documentation.
- Provide training in specialist database and administrative tasks as required.
COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment , we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.
Nursing and Midwifery: For candidates applying from outside the UK: Please be advised that we work in partnership with Envertiz who will be managing your recruitment therefore by applying you are consenting to us passing your contact details and application to Envertiz so they can manage your recruitment and on-boarding. If you do not consent to this, please do not apply.
Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.
Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.
Next Steps: Please make sure that you read the job description and person specification, and that your supporting statement reflects this as your application will be judged against these criteria. Candidates selected for interview will be contacted after the short-listing process, usually within 2 weeks. (Please note that shortlisting times vary when applying for a Medical position within the Trust). The majority of correspondence will be via the e-recruitment system; therefore you should check your emails regularly including junk mail folders in web-based email products.
No unsolicited recruitment agency telephone calls or emails.
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.
Person specification
Essential
Meini prawf hanfodol
- • Good general education including GCSE or equivalent pass in Maths and English.
- • Experience of working with people from a range of cultural, ethnic and social backgrounds.
- • Previous experience of working in a customer-focussed environment.
- • Previous experience of working within an administrative setting.
- • I.T literate, including good working knowledge of Microsoft Office and its applications.
Meini prawf dymunol
- • NVQ or QCF in Business Administration.
- • Experience of working with a wide range of age groups.
- • Previous experience of working in a healthcare setting.
- • Experience of working with wheelchair users and their families.
- • Good working knowledge of purchasing and supply systems and processes.
Further details / informal visits contact
- Enw
- Ralf Welz
- Teitl y swydd
- Maintenance Service Manager
- Cyfeiriad ebost
- [email protected]
- Rhif ffôn
- 01865227273
- Gwybodaeth i gefnogi eich cais
Opening times are Monday - Friday 8:00 am - 4:00 pm.
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