Memory Assessment Service Team Administrator

Pennine Care NHS Foundation Trust; Oldham; On-site; GBP 24,000 - 26,000; Part time

Job summary

An exciting opportunity has arisen for a motivated and experienced Team Administrator to join a passionate Memory Assessment Service. This role involves providing high-quality administrative support, managing clinic appointments, and ensuring effective communication within the team. The ideal candidate will possess excellent organizational skills and the ability to prioritize tasks in a busy environment. Join a dedicated team that values kindness, fairness, ingenuity, and determination, and contribute to making a positive impact in the lives of those we serve. This is a fantastic chance to grow within a supportive and friendly organization committed to providing exceptional mental health services.

Qualifications

• Experience with Microsoft software and electronic systems is essential.
• Ability to prioritize workload and communicate effectively.

Responsibilities

• Provide administrative support to the Memory Assessment Service.
• Manage clinic appointments and data entry for service KPIs.

Skills

Effective communication

Organizational skills

Data entry

Microsoft Office

Interpersonal skills

Teamwork

Confidentiality

Education

English / Math GCSE grade C or higher

Tools

Paris (electronic system)

Tableau

Job description

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Memory Assessment Service Team Administrator

NHS AfC: Band 3

Main area Team administrator Memory Assessment Service Band 3 28 hrs Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 28 hours per week (Monday-Friday (work across 4 days) 9.30-4.30 some flexibility) Job ref 311-O577-24-D

Site Block 4, Southlink Business Park. Town Oldham Salary £24,071 - £25,674 Pro rata Salary period Yearly Closing 25/03/2025 23:59

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople

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 & Responsibilities

1. 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.
2. Prioritise own workload on a daily basis to meet various timescales and service KPI's.
3. To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.
4. Establish and maintain administrative systems.
5. Booking of patient clinic appointments and rescheduling as required.
6. Managing clinic waiting lists and spreadsheets. Using Tableau to monitor KPI's and service performance.
7. 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.
8. To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.
9. Arrange meetings on behalf of the Memory Team as requested.
10. To work with and support the team manager and the team in their day-to-day activities.
11. 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

1. 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.
2. 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.
3. Prioritise own workload on a daily basis to meet various timescales involved.
4. To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.
5. 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.
6. 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.
7. To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.
8. Provide accurate and efficient administrative support including managing appropriate correspondence (eg, clinical discharge letters) on behalf of the Memory Clinic.
9. Plan, arrange and take minutes of the team meetings on a regular basis. Arrange meetings on behalf of the Memory Team as requested.
10. To work with and support the team manager and wider MDT in their day-to-day activities.
11. To maintain the existing stock control system and ensure supplies are ordered and checked on a regular basis.
12. 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

• 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

Sponsorship - 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.

What happens after your application has been received?

You will be informed about the progress of your application following shortlisting via email. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview. Interview invites will be sent out via email.

What happens if I am offered the position after interview?

The hiring manager will make contact with you to verbally offer you the position. The hiring manager will then inform Recruitment of the decision and provide relevant paperwork. You will be sent a formal conditional offer via email.

What pre-employment checks will I need to complete?

By conducting pre-employment checks, the recruitment team will verify that you meet the pre-conditions of the role you have been offered. Pre-employment checks will be carried out according to NHS Employment Check Standards.

Other important information

• We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
• If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post.
• If you require reasonable adjustments to our recruitment process please phone us on 0161 716 3181 at the earliest opportunity. We will support you to complete your application.

We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received. To ensure your application is considered, please submit at the earliest opportunity.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Name Claire Evans Job title Memory Assessment Service, Team Manager Email address [e-mail] Telephone number 0161 716 2792 Additional information

Please contact for more information about this role or to arrange a visit.