We are seeking an organised and proactive Wheelchair Service Administrator to join our Wheelchair and Specialist Seating Service. This is a key administrative role supporting the delivery of a high-quality, patient-centred service for wheelchair users across Sussex.
The successful candidate will act as the first point of contact for patients, carers, healthcare professionals and external contractors, providing excellent customer service and ensuring enquiries are managed efficiently and professionally. The role involves processing referrals, maintaining accurate patient records, coordinating equipment orders, arranging repairs and deliveries, and supporting the day-to-day administration of the service.
Working closely with therapists, engineers and the wheelchair maintenance contractor, you will play an important role in ensuring patients receive the right equipment at the right time. You will need strong organisational skills, attention to detail, and the ability to prioritise a varied workload while maintaining high standards of confidentiality and data quality.
This is an excellent opportunity for an experienced administrator who enjoys working in a busy healthcare environment and is committed to delivering outstanding service to patients and colleagues.
a) To be responsible for the ordering of all goods / equipment prescribed by therapists or engineers, and to chase orders with manufacturers to obtain and progress delivery dates. Orders are placed using an electronic ordering system.
b) To receive delivery of goods and check they meet the written specification, ensuring the goods are clearly labelled and placed in the appropriate place, noting delivery and informing the relevant therapist / engineer.
c) To organise the return of incorrect / faulty goods or equipment needing repair and monitor/progress warranty repairs where appropriate.
d) To carry equipment to and from the stock room when required.
e) To ensure that the storage areas, corridors, doorways and fire exits are kept clear and clutter free.
f) To ensure contaminated equipment is handled according to department and Trust policy.
g) Provide induction / training on the administrative processes and systems to new members of staff.
h) To accurately input data into the centre’s database.
i) To advise the manager, therapy and engineering staff on administrative issues or anomalies with the database.
j) To be responsible for the electronic transfer of delivery / collection / repair orders to the wheelchair maintenance contractor on a daily basis and to manage any difficulties which arise from this.
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?
- Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
- Varied environments: community hospitals, patients’ homes, and bases across Sussex
- Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
- Excellent training, development, and research opportunities
- Accredited Living Wage Employer, we ensure fair pay for all our staff
- Cost-effective workplace nurseries in Crawley, Hove, and Brighton
- Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
- Level 3 Disability Confident Leader and Veteran Aware Trust
Our values — Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence —guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
a) To ensure that all client information is accurately documented on the client database, including all contacts from and to clients and carers.
b) To process orders to the wheelchair maintenance contractor using the client database.
c) To send out routine letters and questionnaires when required.
d) To carry out general filing duties including making up new files for clients.
e) To ensure patient records are archived regularly in line with the Trust’s Health
f) Records procedures.
g) To run the process to progress the reclamation of equipment and update the database.
h) To take minutes of meetings, type onto Trust standard template and distribute to the team.
