Integrated Community Equipment Service Administrator

Gloucestershire Health and Care NHS Foundation Trust

The closing date is 02 May 2025

Job summary

An opportunity has arisen for a motivated and enthusiastic person to join the Integrated Community Equipment Service (ICES) as an administrator. ICES is a small team of Clinicians and Support Workers who are specialist in community equipment and serve the population of Gloucestershire. ICES have a key role in preventing avoidable admissions to acute care and/ or residential care, as well as facilitating early or timely discharge from hospital.

This post is for 18.75 hours to support the team. Ideally, we are looking for the successful candidate to be available on Mondays, other days of work and hours can be negotiated. To be able to work from our base at the Independent Living Centre in Cheltenham, with occasional working from home after the induction period.

We are looking to appoint a reliable and organised individual with an administrative background, with a great eye for detail and a warm and friendly telephone manner. You will be part of a friendly, supportive team, managing your own workload in order to support the effective delivery of the service.

Main duties of the job

Main duties of the job:

To provide effective administrative support to the ICES team.
To be the main point of contact for people accessing advice and guidance from the team.
To be able to plan and have responsibility for own work by developing an understanding the flow of work/priorities through the service.
To manage the equipment awareness training programme and resources - including booking venues, overseeing bookings from assessors.
Taking minutes and notes from formal and informal meetings.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Date posted

16 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year Per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

327-25-310

Job locations

Independent Living centre

Village Road

Cheltenham

GL51 0BY

Job description

Job responsibilities

Providing non-clinical advice to assessors and provider (Gloucestershire Equipment Loan Service - GELS) on Standard ICES processes & standard stock lines by communicating information in an understandable format.
Work with the ICES clinicians and support staff to plan the equipment awareness training programme. This may include booking selected venues, liaising with clinicians and collating training feedback/data for analysis.
Support with the ICES service developments and requested changes to the information available on the electronic ordering system e.g. changing document guidance, creating bulletins, as requested by team colleagues.
Provide note/minute taking as and when requested in both formal and informal meetings.
Support the ICES Team with the maintenance and monitoring of the ICES mailbox and telephone enquiries. Prioritising requests and messages from a range of countywide clinicians, allocating messages to ICES colleagues as necessary.
Work alongside team colleagues day to day and during periods of their absence to ensure the continuity of administration for the service.
With support from the team, use negotiation and facilitation skills to support the resolution of simple issues in relation to equipment provision.
To communicate information in an understandable format to support clinicians accessing community equipment services.
To support the team updating the ICES intranet page/MS Teams channel.
Support service meetings, including the preparation of agendas, collection and distribution of papers and taking notes/minutes.
Participate in team meetings in order to maintain and develop office systems and secretarial standards to support the service.
Schedule internal and external meetings, booking venues and arranging refreshments; attending meetings in locations other than usual place of work.
To undertake such other duties, additional training and/or hours of work as may be reasonably required, and are consistent with the general level of the post.

Job description

Job responsibilities

Providing non-clinical advice to assessors and provider (Gloucestershire Equipment Loan Service - GELS) on Standard ICES processes & standard stock lines by communicating information in an understandable format.
Work with the ICES clinicians and support staff to plan the equipment awareness training programme. This may include booking selected venues, liaising with clinicians and collating training feedback/data for analysis.
Support with the ICES service developments and requested changes to the information available on the electronic ordering system e.g. changing document guidance, creating bulletins, as requested by team colleagues.
Provide note/minute taking as and when requested in both formal and informal meetings.
Support the ICES Team with the maintenance and monitoring of the ICES mailbox and telephone enquiries. Prioritising requests and messages from a range of countywide clinicians, allocating messages to ICES colleagues as necessary.
Work alongside team colleagues day to day and during periods of their absence to ensure the continuity of administration for the service.
With support from the team, use negotiation and facilitation skills to support the resolution of simple issues in relation to equipment provision.
To communicate information in an understandable format to support clinicians accessing community equipment services.
To support the team updating the ICES intranet page/MS Teams channel.
Support service meetings, including the preparation of agendas, collection and distribution of papers and taking notes/minutes.
Participate in team meetings in order to maintain and develop office systems and secretarial standards to support the service.
Schedule internal and external meetings, booking venues and arranging refreshments; attending meetings in locations other than usual place of work.
To undertake such other duties, additional training and/or hours of work as may be reasonably required, and are consistent with the general level of the post.

Person Specification

Maths and English GCSE grade C or above

Essential

Grade C (or equivalent)

UK Driving licence

Essential

Holds a full UK driving licence

Experience

Essential

Admin experience
Use of IT systems such as Excel
Minute Taking experience

Person Specification

Maths and English GCSE grade C or above

Essential

Grade C (or equivalent)

UK Driving licence

Essential

Holds a full UK driving licence

Experience

Essential

Admin experience
Use of IT systems such as Excel
Minute Taking experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.