Administration Assistant - Wheelchairs and Special Seating

An exciting opportunity has arisen at the Bristol Centre for Enablement in Patchway, within the Wheelchair and Special Seating Service.
We are looking for an experienced, enthusiastic and motivated individual to join our well established team of administrators to deliver a high quality, patient focused service.
The successful candidate will provide administrative support to the Wheelchair and Special Seating Service. To take incoming calls from services users and healthcare professionals referring into the service. To work closely with the clinical specialist team providing administrative support and processing documentation and paperwork to support the patient pathway., + Input patient information onto the Wheelchair service computerised database.
+ Open all post received by the service and undertake appropriate indicated action.
+ Validation and processing of new patient referrals to the service from General Practitioners, Consultants and other Health professionals.
+ Close down equipment delivery notes onto the computerised database.
+ When required, arrange the collection of no longer required equipment, for example, from deceased patients.
+ Updating the patient's computerised record.
+ Checking on any outstanding orders or ongoing interventions.
+ Raising the collection paperwork on the computer.
+ Pick up incoming phone calls when required to support other staff within the clinical administration system.
+ Provide support to the service by filing of paperwork.
+ Respond to service enquiries by telephone or visitors to the wheelchair service.
+ Support aspects of the administration services to the wheelchair service e.g. Phone cover for staff sickness, holiday and meal breaks.
+ To cover reception during periods of sickness, holidays and breaks. To meet and greet patients that are arriving into the centre, booking them onto the system
+ To rebook appointments as required, + Input patient information onto the Wheelchair service computerised database.
+ Open all post received by the service and undertake appropriate indicated action.
This will involve:
+ Validation of new patient referrals to the service from General Practitioners, Consultants and other Health professionals.
+ Checking of the detail on new patient referral forms against the criteria agreed by the Health Trusts served by the service.
+ Checking the referrer detail against the department held accredited referrer list.
+ Log all new patients meeting the criteria onto the wheelchair service database.
+ File inappropriate referrals and send out reject letters to the referrer and patient.
+ Pass logged referrals to clinical and other professional staff within the department.
+ Log existing client referral forms, where patients are returning to the service for further intervention. Pass referrals to the appropriate staff or to the tray to await the attention of professional staff.
+ Close down equipment delivery notes onto the computerised database.
+ Update details of clinic referrals onto the computerised database.
+ When required, arrange the collection of no longer required equipment, for example, from deceased patients.
This will involve:
+ Updating the patient's computerised record.
+ Checking on any outstanding orders or ongoing interventions.
+ Raising the collection paperwork on the computer.
+ Passing information to the appropriate agency for action.
+ Communicate with:
+ Clinical and other professional staff within the wheelchair service to discuss issues arising from the logging process or other patient queries resulting from phone calls.
+ Patients, carers and Healthcare professionals by phone calls, and face to face at reception. To follow up queries arising from referrals to the service.
+ Pick up incoming phone calls when required to support other staff within the clinical administration system.
+ Provide support to the service by filing of paperwork.
+ Respond to service enquiries by telephone or visitors to the wheelchair service.
+ Support aspects of the administration services to the wheelchair service e.g. Phone cover for staff sickness, holiday and meal breaks.
+ To cover reception during periods of sickness, holidays and breaks. To meet and greet patients that are arriving into the centre, booking them onto the system
+ To book transport as required
+ To rebook appointments as required
+ Comply with the service requirements of the Disablement Services Centre Quality systems and the North Bristol NHS Trust Policies and procedures.

Working for our organisation
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.
This post is based at one of our offsite locations; the Bristol Centre for Enablement (BCE). BCE is a regional enablement centre based at Patchway who provide a range of specialist disbaility equipment for patients across the South West., If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel .
North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT's workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.