Wheelchair Procurement Administration Officer

Norfolk Community Health and Care NHS Trust

The closing date is 24 January 2022

Job summary

You will provide comprehensive and pro-active administrative support to the Wheelchair Service by monitoring the procurement process of the Wheelchair equipment. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the Wheelchair Service.

You will monitor the procurement of the wheelchair equipment from the point of prescription to the point of handover. Identifying any delays and obstacles in the process and working with the necessary people to rectify these.

You will be working closely with Clinical Team, Administration Team, Workshop and Field Engineers and the Stores Coordinator to ensure that each patient pathway is efficient and timely. At all times this role will ensure that quality is maintained, and that processes and procedures are followed to enable a clear audit trail

You will will be based at the Wheelchair Repair Service, Red House, Hellesdon with the expectation that the post holder will also liaise with the clinical and administration team based at the Wheelchair Assessment Service.

Main duties of the job

1 - Daily use of Microsoft Outlook, Word, Teams, Excel and SystmOne

2 - To monitor and action emails from joint team inbox and personal inbox

3 - Follow processesand create new ones

4 - Order equipment and receipt goods upon arrival

5 - To monitor the pathway of all equipment from prescription to handover

6 - To liaise with a range of people and departments within the Trust and with external suppliers

7 - To use own initiative to problem solve

8 - To work as a team to unsure all tasks are completed to the required deadlines

About us

The Wheelchair Service is a pan Norfolk service with its base being in Norwich. The service overseas all areas of the patient pathway from point of referral, to the receiving of equipment and the maintenance of equipment via the Wheelchair Repair Service.

The service is situated within the Trusts Specialist, Systems Operations and Childrens Services (SSOCS) Place.

This is a fast paced role that will involve the successful candidate being able to work as part of a team but also able to use their own initiative to problem solve and work independently when required.

All colleagues are required to adhere to the Trust's behaviour framework.

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

Job description

Job responsibilities

Main Duties & Responsibilities


To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritizing and generate own workload), which will include:

Using a range of software programmes including SystmOne and Equip to produce, maintain, and distribute documents, including reports, spreadsheets, action logs, databases, and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.

Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.

Photocopying, scanning, emailing, distributing, filing, and organising letters, reports and other documents.

Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner

Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.

Researching appropriate websites, downloading and circulating documents, as requested.

Identify and report areas within working processes and procedures that could improve service delivery.

Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staffs circumstances. Be point of contact for staff to provide information on Trusts processes, i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters.


To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for clinics, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.


To undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.


To communicate with patients and clients at an appropriate level providing clear information and guidance and dealing with patients fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.


To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as directed.


Inputting onto various databases and systems, e.g. SystmOne, Equip and designated spreadsheets, within the required timescales and deadlines.


To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.


To implement policies for own work area and propose changes, as necessary. To monitor and report sickness absence and annual leave.


To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the Wheelchair Site Supervisor and/or the Admin Team Leader


To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Wheelchair Site Supervisor and/or the Admin Team Leader.


To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.


Provide cover in other departments, including Reception, during periods of absence, as directed by the Wheelchair Site Supervisor and/or Admin Team Leader. This may require travelling to other sites.


It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.


To communicate with external organisations to ensure the appropriate equipment is purchased and delivered


Work with the Administrative Team Lead to ensure that the procurement processes are in place to support the delivery of the 18-week referral to treatment pathway


Work with the Head of Service to explore cost efficiencies within the procurement process

Person Specification



  • Numerate and literate, with Maths and English GCSE (Grade C/Level 4 or above) or equivalent
  • NVQ Level 3 in Business administration or equivalent experience
  • Proven IT skills.



  • Proven administration experience in a busy office environment
  • Proven experience of working as part of a team


  • Knowledge of NHS ordering systems
  • Knowledge of SystmOne
  • Knowledge of Equip

Skillls, Abilities and Knowledge


  • Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
  • Good organisational skills
  • Proven ability to work on own initiative, without direct supervision, prioritizing and managing own workload
  • Articulate, calm, polite and well-motivated with a positive attitude to customer care


  • Planning skills



  • Able to communicate effectively in written and verbal English language

People and Personal Development


  • Proof of own personal development
  • Enthusiastic and motivated
  • Committed to providing the best possible service to patients
  • Team Player
  • Tact and diplomacy



  • Flexible attitude and approach to work
  • Able to make own transport arrangement

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Norfolk Community Health and Care NHS Trust


Red House



Employer's website

https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)

For help with your application, contact:

Grace Cook



Date posted

10 January 2022

Pay scheme

Agenda for change


Band 3


£20,330 to £21,777 a year pro rata


Fixed term


12 months

Working pattern


Reference number


Job locations

Red House



Supporting documents

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