Sussex Community NHS Foundation Trust
Wheelchair Service Administrator
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Wheelchair Service Administrator
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.
Key Responsibilities
- Act as the first point of contact for patients, carers, healthcare professionals, and external contractors.
- Provide excellent customer service and ensure enquiries are managed efficiently and professionally.
- Process referrals, maintain accurate patient records, coordinate equipment orders, arrange repairs and deliveries.
- Support the day-to-day administration of the service.
- Work closely with therapists, engineers, and the wheelchair maintenance contractor.
- Ensure patients receive the right equipment at the right time.
- Strong organisational skills, attention to detail, and ability to prioritise a varied workload.
- Maintain high standards of confidentiality and data quality.
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Additional Duties
- Responsible for the ordering of all goods/equipment prescribed by therapists or engineers.
- Chase orders with manufacturers to obtain and progress delivery dates.
- Receive delivery of goods and check they meet the written specification.
- Ensure the goods are clearly labelled and placed in the appropriate place.
- Note delivery and inform the relevant therapist/engineer.
- Organise the return of incorrect/faulty goods or equipment needing repair.
- Monitor/progress warranty repairs where appropriate.
- Carry equipment to and from the stock room when required.
- Ensure that the storage areas, corridors, doorways, and fire exits are kept clear and clutter-free.
- Ensure contaminated equipment is handled according to department and Trust policy.
- Provide induction/training on the administrative processes and systems to new members of staff.
- Accurately input data into the centre’s database.
- Advise the manager, therapy, and engineering staff on administrative issues or anomalies with the database.
- 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.
About Us
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.
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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, ensuring 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.
Contact Information
For further details/informal visits contact:
- Name: Emma Lewis
- Job Title: Wheelchair Service Team Lead
- Email Address: elewis5@nhs.net
- Telephone Number: 01403 620454
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