Memory Assessment Service Team Administrator

Pennine Care Nhs Foundation Trust; Oldham; On-site; GBP 22,000 - 24,000; Full time

Job summary

Pennine Care NHS Foundation Trust in Oldham is seeking a proactive Team Administrator to support the Memory Assessment Service. You will handle clinic bookings, staff diaries and KPI data, using Paris and Tableau to produce reports and maintain records.

You’ll work with MDT members to provide a high-quality admin service and ensure timely, confidential data handling. Experience with Microsoft Office and good communication across all levels is essential.

Qualifications

• English/Math GCSE grade C or higher or equivalent
• Experience with Microsoft Office software
• Typing/word processing qualification desirable

Responsibilities

• Deal with telephone queries and redirect calls to appropriate staff.
• Book and reschedule patient clinic appointments.
• Manage Paris records, upload reports and discharge patients timely.
• Produce reports and KPI data using Paris/Tableau.
• Arrange meetings and take minutes.

Skills

Communication skills

Prioritisation

Organisational skills

Teamwork

Education

English/Math GCSE

Tools

Microsoft Office

Job description

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

To 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.

Working for our organisation

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 #PennineCarePeople and 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.

Detailed job description and main responsibilities

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 Trust’s 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.

Person specification

education/qualifications

Essential criteria

• English / Math GCSE grade C or higher or equivalent

Desirable criteria

• Typing/Word processing qualification
• ECDL or equivalent qualification

Experience

Essential criteria

• Working experience of Microsoft software.

Desirable criteria

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

Knowledge

Essential criteria

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

Skills and Abilities

Essential criteria

• Ability to communicate effectively with all levels of Trust staff and external agencies
• Good keyboard skills
• 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.

Desirable criteria

• Working with databases and generating reports

Application support

We recommend tailoring your application to each role you apply for, particularly your supporting information. This gives you the best chance of success. Your supporting information should clearly explain, with examples, how your skills and experience meet the essential and desirable criteria for the role.

We are aware of the increase in AI being used for job applications. AI can be a useful tool to assist in writing your application, but these tools may not understand the context or requirements of the job you are applying for and using for all your application will not be a true reflection of your skills and experience. Relying on AI for your whole application can negatively impact on your chances of success throughout the recruitment process as you will be asked to provide evidence to support what you have written. Take the time to proofread your application to ensure you can evidence what you have submitted, whether this is by your experience or certificates.

We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.

Sponsorship Information

We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the

After You Apply

Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.

If You're Offered the Role

If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email.

Pre-Employment Checks

To confirm your suitability for the role, we will carry out pre‑employment checks in line with . These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to Pennine Care NHS Foundation Trust will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references.

If you require sponsorship, we will assess your eligibility based on current If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

Once Checks Are Complete

The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.

Additional Information

Pennine Care are committed to the ‘Get ahead on Flex’ pledge initiative to support the right to request flexible working for all colleagues. We can work flexibly, as a modern and model employer, flexible and less than full-time working isn’t a barrier to progress in the NHS – it is commonplace. To support a positive experience for all colleagues we are committed to considering all requests for flexible working, in line with service needs.

We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.

If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.

If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.

Please note:

• We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.

• We may close this vacancy early if we receive a high volume of applications. If you have a disability or long‑term health condition and need extra time or adjustments to complete your application, please contact us as soon as possible. We will ensure you are not disadvantaged where a reasonable adjustment is appropriate.