POD & Returns Administrator in Swadlincote

HealthNet Homecare is a leading provider of homecare services, supporting patients to receive treatment and care in the comfort of their own homes. Working in partnership with the NHS, healthcare professionals and pharmaceutical companies, we deliver medication, nursing and specialist clinical services across the UK.

Supporting more than 240,000 patients across a wide range of therapy areas, our mission is to make healthcare more accessible and provide safe, high-quality care that improves patient outcomes and quality of life.

We are currently recruiting for a POD & Returns Administrator on a 12-month fixed-term contract.

This role is ideal for an organised and detail-oriented individual who enjoys working in a fast-paced environment. You will play a key role in supporting operational and finance functions through the accurate management of proof of delivery documentation and customer returns.

If you are looking for a role where your contribution genuinely makes a difference, we would love to hear from you.

Main Responsibilities

The POD & Returns Administrator is responsible for the accurate capture, processing and management of proof of delivery (POD) documentation and customer returns. The role supports the wider Order-to-Cash and Finance functions by maintaining accurate records, resolving POD-related queries, processing returns efficiently and helping prevent invoice disputes.

Proof of Delivery (POD) Management

• Retrieve, validate and upload PODs from drivers, carriers and logistics partners.
• Ensure PODs are accurately matched to orders and invoices.
• Investigate missing or incomplete PODs and liaise with transport teams to resolve issues.
• Maintain POD records in line with audit and compliance requirements.
• Provide POD documentation to support invoice and customer queries.

Returns Processing

• Process customer returns in line with company policy.
• Validate return requests, ensuring correct documentation and authorisation.
• Coordinate with warehouse, logistics and customer service teams to ensure timely collection and processing of returned goods.
• Update systems to reflect returns, credits and stock adjustments.
• Maintain accurate records relating to returns activity.

Customer & Internal Query Management

• Respond to POD and returns-related queries from customers and internal teams.
• Support the resolution of invoice queries by providing accurate POD and returns information.
• Build positive relationships with internal stakeholders.
• Work closely with the O2C team to identify and prevent recurring issues.

Systems & Data Management

• Maintain accurate records within ERP and document management systems.
• Ensure POD and returns information is updated accurately and on time.
• Support reporting activities and data analysis as required.
• Assist with audits and compliance reviews.

Process Improvement

• Identify recurring issues and suggest improvements to POD and returns processes.
• Support continuous improvement initiatives across the department.

General Responsibilities

• Build and maintain positive relationships with internal and external stakeholders.
• Carry out any reasonable duties requested by management.
• Follow company policies, procedures and strategic objectives.
• Complete mandatory training and professional development activities.
• Always represent HealthNet professionally.
• Work flexibly to meet business and customer needs.
• Maintain confidentiality and information security at all times.

What Experience and Skills Are We Looking For?

Essential

• Experience in POD administration, returns processing, logistics administration or a similar operational support role.
• Strong attention to detail and accuracy.
• Excellent organisational and time management skills.
• Good written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Experience working with ERP systems, document management systems or transport portals.
• Strong problem-solving skills and the ability to investigate discrepancies.
• Proficient in Microsoft Word and Excel.

Desirable

• Experience working with NHS customers or public sector accounts.
• Knowledge of Order-to-Cash (O2C) processes.
• Experience supporting invoicing, finance administration or credit control functions.
• Familiarity with logistics operations and carrier processes.

Qualifications

• GCSE (or equivalent) in Maths and English Language.
• Strong IT literacy and confidence using Microsoft Office applications.
• Experience using cloud-based and business management systems would be advantageous.

What We Offer

• Competitive salary
• 25 days annual leave plus bank holidays
• Pension scheme
• Ongoing training and development
• Professional registration fees paid where applicable
• Employee Assistance Programme
• 24/7 access to remote GP appointments
• Refer a Friend scheme
• Perkbox benefits platform
• Eyecare vouchers
• Long service awards
• Supportive and inclusive working environment

If this role sounds like the opportunity you have been looking for and you would like to be part of a company that truly places patients at the heart of everything we do, we would love to hear from you.

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