Main responsibilities and tasks To be responsible for prioritising own workload and that of others in staff absence Assist other members of the administration team with tasks as and when needed. Develop strong relationships with clinical staff and Approved Repairer staff Open and process all incoming mail, including emails to the department Register and process patient referrals daily, ensuring that patient demographics are correct. Coordinate and book patient appointments using the hospitals electronic patient records (ELMS2) system. Coordinate patient appointments around staff leave and other commitments using the appropriate diaries and systems in place within the service. Ensure patient waiting times are strictly adhered to in the appointment booking process and liaise with Team Leader to resolve any issues Book patient transport if required and liaise with the ambulance service with regard to any unusual transport requests. Liaise with the ambulance service when issues arise with patient transport on the day of the patients appointment using the patient transport system (PTS). Ensure clinical staff have a vehicle available for home visits visits ensuring vehicles are checked daily for patient cancellations and appointments. Arrange for a hire vehicle when no pool car available as and when required. Send out appointment letters and non-provision letters ensuring the patient details are correct. Handle telephone calls using the internal net call system, answerphone messages and emails from patients, healthcare professionals and other members of the public. Resolve any queries that may arise and update the relevant information systems. Demonstrate a calm confident telephone manner and be able to relay information to those where there may be communication difficulties The post holder will be required to support the Wheelchair Maintenance Service (WMS) with managing phone calls and updating information on ELMS2 as required covering annual leave and staff sickness in the absence of the WMS Service Administrator or Service Manager. Process direct delivery referrals for standard wheelchairs, following the guidelines set out by the clinical team. Raise repairs, collections, deliveries and schedule dates as per appropriate for the Approved Repairer using the departments local electronic system. Resolve any queries from the Approved Repairer regarding misplaced equipment and liaise with the store person and clinical support worker to resolve any issues Process electronic purchase orders in a timely manner, ensuring that urgent orders are prioritised Handle order queries from suppliers/manufacturers and pass on to the relevant clinical staff member to resolve Chase outstanding orders with the suppliers/manufacturer and obtain delivery dates Run weekly checks to ensure that equipment will arrive in time for patient clinic appointments Receive deliveries of equipment on ELMS2 and update serial numbers and patient records Arrange for couriers to collect/deliver equipment to suppliers/manufacturers Develop a familiarity of patient equipment to aid when dealing with purchase orders and queries Carry out routine office duties such as scanning. Any other duties suitable for grade and deemed appropriate by Team Leader