Akton Recruitment are working with the Local Authorities to fill a contract position for an experienced administrator to provide support to the wheelchair services department. This would include booking appointments with clients and ordering wheelchairs to be delivered. This is a full time role working 37 hours per week and is currently paying £11PH.
The Support Co-ordinator (Wheelchair Services) will:
Provide effective and high quality support to Wakefield Wheelchair Service to ensure the efficient and appropriate day to day delivery of the service.
- To allocate referrals/clinics to Wheelchair Therapists to maximise effectiveness and efficiency within the service; prioritising and organising urgent orders where necessary.
- To utilise advanced planning skills to promote and ensure the continuity of Wakefield Wheelchair Service co-ordinating staff rotas and work schedules on a daily basis, to cover annual leave, sickness and training.
- To act as a first point of contact for Wheelchair Services, dealing independently with complex, routine and non-routine enquiries, orders of equipment and breakdown of equipment from a range of colleagues, partners and members of the public either verbally or in writing.
- Undertake reception duties where necessary utilising excellent interpersonal skills and communicating at all levels ensuring relevant information is disseminated to the right people.
- Be responsible for accurate data entry into Wakefield Wheelchair Service IT system, ensuring that information is up to date and accurate and a full history is recorded for all service users and equipment.
- Ensure Wheelchair Services IT system is updated to maintain accurate details and/or records including appointments where clients do not attend/unable to attend when invited to ensure non-attendees are offered future appointments.
- Complete electronic delivery, collection, repair and maintenance requests.
- To ensure urgent, fast track or complex cases or any case that does not fall within standard processes are escalated to Wheelchair Therapists and/or Wheelchair Co-ordinators.
- Create planned review cases, adding reviews to waiting lists and keep accurate records of all reviews undertaken.
- Undertake general stockroom duties and ensure equipment is available for all clinic appointments by processing wheelchairs and accessories that are delivered to stores and store the equipment in the appropriate place.
- Record user complaints, compliments and feedback in line with Council policies and procedures.
- Investigate and report to Operational Lead any instances of failed delivery, servicing of equipment, or complaints with the appropriate Therapist where necessary.
- To liaise with the Wheelchair Services Co-ordinator to identify remedial actions required following reports of any abnormalities to ensure work is allocated at full capacity and efficiency is maximised each day.
- To ensure excellent customer service is provided to all clients, their carers and or their families and to healthcare professionals who work with the service.
- To maintain accurate records of all repair/maintenance activity for reporting purposes.
- Ensure all repairs/maintenance are logged on appropriate IT system.
- To utilise appropriate information and communication technology to ensure the provision of prompt and efficient service and information to service users, partner agencies and other stakeholders, maintaining accurate and complete records.
- Liaise with Stores Co-ordinator to receive and handle equipment which has been used and contaminated and is of varying weights and sizes in a safe manner.
- To undertake general stockroom duties as required, to ensure that stock control systems are accurate and reported.
- Liaise with Equipment Lead regarding stock availability and requirements for ordering.
- Develop knowledge of all relevant policies, practices, legislation and codes of practice and the need to comply with standards of behaviour outlined in relevant legislation and guidance. E.g. Core competencies, Code of Conduct, Data Protection, Equal Opportunities etc.
- To provide accurate and timely reports as required by the service.
- To support the effective operation of electronic systems within the service.
- To work as part of a team to proactively identify and implement new systems, processes and more efficient and effective ways of working and to contribute to the implementation of new technology.
- To actively support induction of new and less experienced staff, providing advice and training on specialist services database, detailed knowledge of equipment and general office routine.
- To support and actively work with others, internal and external colleagues and partners, displaying a positive attitude to achieve common goals and objectives.
- To share skills, knowledge and experience with colleagues.
- To develop and implement performance management systems that assist managers in their role.
- To fulfil the Council's Health and Safety requirements.
- To prepare and participate in supervision and appraisal.
- To take responsibility for personal continuous development and undertake training as required, maintaining and gaining new skills and knowledge in accordance with the changing requirements of the service.
- To take responsibility for your role and understand how it fits within the organisation.