Administrator

NHS Jobs; Stockport; On-site; GBP 22,000 - 26,000; Full time

Job summary

NHS Jobs in England seeks a Memory Assessment Service Team Administrator to provide efficient administration support for the Memory Assessment Service and to handle referrals on intake. The role reports to the Memory Team Manager and supports the team in data entry and document handling.

The post requires strong organisational and communication skills, the ability to work with clinical staff, patients and relatives, and to manage confidential information within the Paris system.

Qualifications

• Experience in healthcare admin is preferred.
• Strong organisational and communication skills.
• Ability to handle confidential information.

Responsibilities

• Deal with telephone queries and provide advice in a diplomatic, confidential manner.
• Take messages and redirect calls from patients, relatives, and professionals.
• Communicate with staff to ensure timely data entry and manage referrals in Paris.
• Prioritise own workload to meet timescales.
• Carry out clerical duties including post, email, filing, scanning and photocopying.
• Establish and maintain administrative systems to support the Memory Service.
• Record data on Paris and upload documents and generate reports.
• Book, cancel and rebook appointments and record outcomes.
• Ensure Paris records are up-to-date and discharge patients when appropriate.
• Liaise with clinicians, patients and relatives to organise appointments.

Skills

Telephone handling

Data entry

Customer service

Diary management

Record keeping

Tools

Paris system

Microsoft Office

Job description

Post: Memory Assessment Service Team Administrator

Band: 3
Responsible to: Memory Service Team Manager
Main Contacts: Internal or external contacts

Job Summary

To 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 & Responsibilities

• To 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.