Logistics Administrator

Job Title: Audiology Logistics Administrator

Reporting to: Audiology Manager

Salary: 21,313 per annum

Location: Swindon, Wiltshire

Hours: 37.5 hours per week Monday to Friday

Job Summary

Optimism Health Group is a healthcare investment business, focussing specifically on the rapidly growing market for the provision of healthcare products and clinical services to older people. Through a series of acquisitions, we have created the UK's leading provider of optical and hearing care at home, OutsideClinic Group.

Last year we delivered over £220,000 domiciliary clinics for older people in their own homes, as well as in care homes and sheltered housing. This life-changing service operates right across the UK, supporting the NHS to provide vital eye and hearing care to people who may struggle to get to the high street unaided.

We have identified both the need and opportunity to scale the service over the next few years. To do this we are building on our strengths, expanding our capabilities, and continually seeking to improve what we do and how we do it to better serve our customers.

This is a fantastic time to be joining OutsideClinic. We are a purpose driven business, making a vital contribution to the quality of life of the people we serve. We are investing to scale the offering to deliver an ambitious growth strategy. We're putting developing our people at the heart of everything we do.

The Group currently consists of twenty companies with the aim to generate turnover for the 2024 financial year of around 50m.

The role of Audiology Logistics administrator will primarily be responsible for ordering of hearing aids, maintaining stock levels and distribution of aids to the field teams and courier arrangements.

Principle Accountabilities

Administration

• Respond to incoming telephone calls as necessary.
• Data input and filing.
• Handle incoming post in relation to our Hearing Department and deal with our courier bags, recording what has come in as appropriate.
• manner.
• Report issues to Pro Services & Logistics Team Leader, Audiology Clinical & IQIPS Lead, Audiology Manager and Head of Hearing as and when required.
• Update Patient Services for patient queries relating to batteries, wax traps, fittings etc.
• Assist with outbou'lls as and when required (e.g. Professional Services call list, End of Pathway, Follow-Up etc.).

Logistics

• Processing orders, which will include returns, from receipt through to completion and despatch to field staff for fitting, which will include processing new orders and entering details on to system and processing orders for accessories
• Liaising with manufacturers on outstanding orders and individual specifications.
• Log all returned orders from cancelled appointments.
• Ensure that all cancelled orders are processed including requesting refunds after appropriate authorisation has been given, issuing credits notes and returning hearing aids to laboratory for credit.
• Pick and pack daily work for field staff in line with daily schedules.
• Process stationery and PPE orders on a weekly basis.
• Liaison with couriers for work despatch and returns.
• Liaise with field staff to chase outstanding work.
• Assisting with preparing kits for new field staff members.
• Bi-annual stock take.

Skills, Knowledge & Experience

• GCSE Grade C or above in Maths and English
• Good IT/literacy and attention to detail.
• Motivated and focused on achieving own objectives.
• Excellent communication skills
• Strong time management skills and the ability to take responsibility for and prioritise own workload.
• Organisational ability
• A professional, approachable nature.
• Ability to achieve high standards at all times and be able to use initiative and creativity.
• Positive can do attitude with a desire to exceed client expectations.

Benefits

• Generous pension scheme, matched up to 5%
• Private medical insurance
• Life assurance (4 x salary)
• 20 days holiday plus bank holidays
• Additional holidays with length of service
• Employee discounts & Weekends off
• A chance to change people's lives for the better