Team Administrator

PENNINE CARE NHS FOUNDATION TRUST; Stockport; On-site; GBP 24,000 - 28,000; Full time

Job summary

Pennine Care NHS Foundation Trust is seeking a motivated Team Administrator to support the Memory Assessment Service. You will handle incoming calls, provide information, and coordinate referrals and appointments.

The role involves updating Paris records, generating reports, and maintaining efficient admin systems within a busy team. You will work closely with the Memory Team Manager to plan meetings, take minutes, and ensure timely discharge of cases while supporting colleagues across the MDT.

Qualifications

• Experience handling telephone queries with diplomacy and sensitivity.
• Proven data entry and information gathering capabilities.
• Strong clerical and record-management skills with accuracy.
• Familiarity with Tableau for KPI monitoring and reporting.

Responsibilities

• Deal with telephone queries regarding appointments and services.
• Maintain administrative systems and support the Memory Service.
• Manage referrals and input activity data on Paris.
• Arrange meetings and minute-taking for Memory Team.
• Monitor stock and assist colleagues as needed.

Skills

Telephone liaison

Data entry

Clerical duties

Record management

Tableau reporting

Paris system

Tools

Tableau

Paris system

Job description

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.

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., 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.

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.