Administrator

Pennine Care NHS FT; Stockport; On-site; GBP 17,000 - 21,000; Part time

Job summary

Pennine Care NHS FT is seeking a motivated Team Administrator for the Memory Assessment Service in Stockport. The role supports a busy MDT with high-quality administrative service, clinic bookings, and data management.

You will prioritise workloads, handle queries, and maintain confidential records while collaborating with the team to ensure efficient service delivery. A strong clerical background and IT proficiency are essential.

Qualifications

• GCSE English or Maths at grade C or higher or equivalent.
• Experience using Microsoft software.
• Experience with electronic systems.
• Previous clerical experience.
• Ability to input data accurately.
• Confidentiality awareness.

Responsibilities

• Deal with telephone queries regarding appointments and service queries; give advice as appropriate and redirect to the required staff.
• Prioritise own workload daily to meet timescales and KPIs; maintain filing and information systems.
• Carry out general clerical duties including post, email, filing, scanning and photocopying; maintain administrative systems.
• Arrange and book clinic appointments, manage waiting lists, and generate reports from Paris/Tableau as required.

Skills

Communication

Prioritisation

Organisational skills

Team player

Interpersonal skills

Note taking

Data reporting

Education

English/Math GCSE

Tools

Microsoft Office

Paris system

Electronic systems

Job description

Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application.

Post Title

Team Administrator

Service/Ward/Department

Memory Assessment Service

Borough

Stockport (South Network)

Band & salary scale

Band 3

Hours of work

30 hours per week

Permanent

Job overview:

An exciting opportunity has arisen for a motivated, enthusiastic and experienced Team Administrator to join our passionate Memory Assessment Service.

Using a high degree of initiative to resolve queries, acting independently where appropriate but mainly working alongside other colleagues and together as a team, you will provide a responsive and quality administration service.

This role requires a highly organised Team Administrator with the ability to prioritise their workload with conflicting demands and have the confidence to demonstrate excellent communication effectively at all levels.

This is a varied role and you will be organising and booking clinics, managing staff diaries and dealing with telephone queries. You will be managing data for service KPI's and you will be supporting a busy MDT team.

Main duties of the job

Main Duties & ResponsibilitiesTo deal with telephone queries regarding appointments and other service queries . Give advice where appropriate, take messages and redirect clinical calls as required from patients, relatives and professionals.

Prioritise own workload on a daily basis to meet various timescales and service KPI's.To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.Establish and maintain administrative systems.

Booking of patient clinic appointments and rescheduling as required.

Managing clinic waiting lists and spreadsheets. Using Tableau to monitor KPI's and service performance.Recording of data on Paris including uploading documents and producing reports as requested. Add case note entries as required as well as booking appointments (including cancelling and rebooking as necessary), entering the outcomes and uploading correspondence. Ensuring Paris records are up-to-date and patients are discharged from the system in a timely way.To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.

Arrange meetings on behalf of the Memory Team as requested.To work with and support the team manager and the team in their day-to-day activities.To maintain the existing stock control system and ensure supplies are ordered and checked on a regular basis.

About us

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

The Memory Assessment Service comprises of a team manager, nurses, occupational therapy and administration staff. This is a very friendly and hard working team who strive to support each other and welcome new members to the team. The role will be demanding due to increase service demand, but you will be well supported within a well established and friendly team.

Job responsibilities

Post: Memory Assessment Service Team AdministratorBand: 3Responsible to: Memory Service Team ManagerMain Contacts: Internal or external contactsJob SummaryTo provide efficient and effective administration support to the Memory Assessment Service.To undertake the administration of all referrals received into the Memory Service.Reports to the Memory Team Manager who will provide ongoing support and guidance.

Main Duties & ResponsibilitiesTo deal with difficult telephone queries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner. To take messages and redirect calls as appropriate on a daily basis from patients, relatives and professionals.To communicate with staff in maintaining timely procedures for data entry and answer queries relating to the information held on the Trusts electronic systems including managing referrals and inputting activity data on Paris.Prioritise own workload on a daily basis to meet various timescales involved.To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.Establish and maintain administrative systems, eg, filing and monitoring systems to support the Memory Service and to continuously review administrative processes and contribute to the development of the Memory Service alongside other team members and senior managers.Recording of data on Paris including uploading documents and producing reports as requested. Add case note entries as required as well as booking appointments (including cancelling and rebooking as necessary), entering the outcomes and uploading correspondence. Ensuring Paris records are up-to-date and patients are discharged from the system in a timely way. Liaison with clinicians, patients and their relatives to organise appointments and visits.To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.Provide accurate and efficient administrative support including managing appropriate correspondence (eg, clinical discharge letters) on behalf of the Memory Clinic.Plan, arrange and take minutes of the team meetings on a regular basis. Arrange meetings on behalf of the Memory Team as requested.To work with and support the team manager and wider MDT in their day-to-day activities.To maintain the existing stock control system and ensure supplies are ordered and checked on a regular basis.To work flexibly to cover administrative roles in the absence of colleagues and where requested to do so by a senior manager.

education/qualifications

• English / Math GCSE grade C or higher or equivalent

Experience

• Working experience of Microsoft software.
• Experience of using electronic systems
• Previous clerical experience
• Ability to accurately input data
• note taking/making notes experience

Knowledge

• Office procedures and systems.
• Understanding of the importance of maintaining confidentiality

Skills and Abilities

• Ability to communicate effectively with all levels of Trust staff and external agencies
• Ability to prioritise workload effectively
• Good organisational skills
• Good written and verbal communication and interpersonal skills
• Ability to work as a team member and individually
• Conscientious and able to prioritise work to meet deadlines.
• Working with databases and generating reports

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.