Administrator - Wheelchair Service - Melksham, Wiltshire

Job Introduction

Do you thrive in a fast-paced, people-focused environment? Are you an organisational whiz with a passion for making healthcare run smoothly behind the scenes? Join our team as an Administrator for our Wheelchair Service and play a vital role in delivering exceptional care to our community. We’re looking for a dynamic, compassionate, and highly organised administrator who is flexible and able to work under pressure and deal with a variety of tasks.

The Wheelchair Service provides loan wheelchairs and specialist supportive seating to people of all ages who have a long-term mobility need.

What You’ll Do:

• Manage appointments, phone calls, and patient inquiries
• Coordinate with the clinical staff and departments to ensure smooth operations
• Handle patient records and maintain confidentiality

What We’re Looking For:

• Proven administrative experience (healthcare experience is a big plus!)
• Exceptional communication and multitasking skills
• Comfortable with digital systems and health records
• A can-do attitude and a compassionate approach

What You’ll Get:

• A supportive, friendly team that values your work
• Opportunities for training and career progression
• A role that makes a real difference in people’s lives

This is a part-time 15 hrs per week, fixed term role (Maternity cover). The working pattern is Monday & Tuesday 08:30 – 16:30.

Main Responsibilities:

• To maintain a waiting list of patients referred to the Wheelchair Service
• Manage diaries, emails and post as required
• To work independently, prioritising and managing own workload quickly and accurately, responding to the needs of the service
• Receive and process referrals
• To contact patients to arrange and remind them of their appointments and book transport
• To deal with patients’ therapy records and prepare patient files for appointments in accordance with clinical records management policies
• To act as first point of contact to visitors and patients in the Wheelchair service department
• To act as first point of contact for incoming telephone enquiries, referring onto other departments and agencies as appropriate, and giving appropriate information
• To report broken equipment and contact appropriate services for the maintenance of equipment
• Check invoices, record centrally information and prepare for Head of Service to authorise
• To deal with enquiries regarding the Wheelchair therapy team from other NHS healthcare professionals both within Wiltshire Health and Care and regionally
• To cover in times of absence, for other team administrators

The Ideal Candidate

We are looking for a compassionate approach to supporting patient care and service improvements. You must be able to build effective working relationships, be approachable and accessible with a flexible approach to work. The essential requirements of this post are a good telephone manner, high level communication skills and attention to detail. You will have good organisational skills and the ability to work both independently and as part of a team. We have a full electronic patient record system which is central to our work, so accurate record keeping is critical, and you must be able to concentrate in a busy working environment.

Package Description:

As an Administrator, you’ll be part of our valued Reception Services Administration team based at Melksham Community Hospital. As part of the HCRG Care Group family, you’ll receive access to a range of exclusive rewards and benefits, including:

• Competitive Salary: £23875 - £25,814 per year, with group pension.
• Daily Comforts: Free tea, coffee, and milk at your base location.
• My Reward Hub Membership: Discounts on everyday purchases like groceries, plus cashback and voucher offers for treats for you and your loved ones.
• Financial Flexibility: Access your wages as you earn them, helping you handle life’s unexpected moments without high interest rates or overdraft fees.
• Wellbeing Support: Resources to help with your mental and physical health, from healthy recipes and activity challenges to counselling, legal advice, and debt management tools.
• Learning Opportunities: Access to eLearning and bespoke career pathways through our ‘Outstanding’ learning and development team, The Learning Enterprise.
• Innovative Culture: Be part of a team that encourages your ideas to improve how we work, backed by an annual £100,000 innovation fund.
• Pride in Quality: Join an organization committed to the highest clinical and quality standards, with many services rated “Good” or “Outstanding” by the Care Quality Commission.

About the Company

We change lives by transforming health and care. Established in 2006, we are one of the UK's leading independent providers of community health and care services, working with health and care commissioners and communities to transform services with a focus on experience, efficiency and improved outcomes. We deliver and transform adult and children community health services, primary care services including urgent care, sexual health, dermatology and MSK services as well as adult social care and wellbeing services. Across England, we support communities of many millions and directly help more than half a million people each year - guided by our simple values: we care, we think, we do.

We’re committed to equal opportunities and welcome applications from a broad, diverse range of people who want to join our team. We’re a Disability Confident Committed company, so we work to provide facilities, work environment adjustments and technical solutions to be as inclusive of everyone.

While it doesn’t happen often, sometimes a role is very popular, and we’ll need to close it earlier than the date we’ve shown here. If you’re keen to join our team, we’d love to hear from you so please apply as soon as you can.

As you’d expect, safeguarding and protecting the children, young people and vulnerable adults that we work with is of the utmost importance so we have policies and procedures in place to promote safeguarding and safer working practices and everyone who joins the team is subject to a safer recruitment process, including the disclosure of criminal records and vetting checks.

Finally, we need to let you know that the company you’ll work for is part of HCRG Care Group Holdings Limited and by applying for this job we’ll need to process and hold information about you. If you would like to know a little more about how we use your information, please see our website's privacy policy.