Job summary
To provide comprehensive and pro-active administrative support, receive calls from and liaise with patients or their families / carers, ensuring that all procurement administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of the Wheelchair Repairs Service.
Main duties of the job
To 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.
This post holder 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.
This role will work 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.
This role will be based at the Wheelchair Repairs Service, Red House, Hellesdon with the expectation that the post holder will also liaise with the clinical and administration teams in the Wheelchair Assessment Service.
About us
The role of the Wheelchairs Procurement Administration Officer works closely with and in support of the Wheelchair Repairs Service and the clinical team for the benefit of our patients. Join a dynamic and passionate team liaising directly with patients or their families / carers, and the administrative team that supports the department.
Find out more about working for our organisation here:https://online.flippingbook.com/view/226719057/
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
- 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.
- Using the Trust's procurement system to purchase equipment.
- 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.
- Identifying and reporting areas within working processes and procedures that could improve service delivery.
- 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 undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
Job description
Job responsibilities
- 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.
- Using the Trust's procurement system to purchase equipment.
- 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.
- Identifying and reporting areas within working processes and procedures that could improve service delivery.
- 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 undertake receptionist/telephonist duties, receiving and processing telephone calls, including referrals, which may be urgent, liaising with health professionals to correctly process referrals.
Person Specification
Other
Essential
- Flexible attitude and approach to work
- Able to make own transport arrangements
Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)
Essential
- Enthusiastic and motivated
- Committed to providing the best possible service to patients
- Team player
- Tact and diplomacy
Communication
Essential
- Able to communicate effectively in written and verbal English language
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Good organisational skills
- Good communication skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Good keyboard and IT skills
- Accuracy and attention to detail
Desirable
- Enhanced IT skills
- Planning skills
- Customer care skills
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Experience of working in a procurement role
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne
- Knowledge of eQuip
Qualifications
Essential
- 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
Person Specification
Other
Essential
- Flexible attitude and approach to work
- Able to make own transport arrangements
Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)
Essential
- Enthusiastic and motivated
- Committed to providing the best possible service to patients
- Team player
- Tact and diplomacy
Communication
Essential
- Able to communicate effectively in written and verbal English language
Skills, Abilities and Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- Good organisational skills
- Good communication skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Good keyboard and IT skills
- Accuracy and attention to detail
Desirable
- Enhanced IT skills
- Planning skills
- Customer care skills
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Experience of working in a procurement role
Desirable
- Knowledge of NHS ordering systems
- Knowledge of SystmOne
- Knowledge of eQuip
Qualifications
Essential
- 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
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.
