Job summary
Post Title
Team Administrator
Service/Ward/Department
Memory Assessment Service
Borough
Rochdale (North Network)
Band & salary scale
Band 3
Hours of work
22.5 hours per week
(preferably Mon Tuesday Wednesday)
Permanent/Fixed term
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 the confidence to demonstrate excellent communication effectively at all levels.
Main duties of the job
Main Duties & ResponsibilitiesoTo deal with difficult telephone queries , give advice wherever possible and to take messages and redirect calls as appropriate from patients, relatives and professionals.oPrioritise own workload on a daily basis to meet various timescales involved.oTo carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.oEstablish and maintain administrative systems.oRecording 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.oTo assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.oTo assist the Memory Clinic Manager in managing annual leave and sickness absence on the electronic staff record (ESR). To be familiar with systems such as EASYoPlan, arrange and take minutes of the team meetings on a regular basis. Arrange meetings on behalf of the Memory Team as requested.oTo work with and support the senior managers and their teams in their day-to-day activities.oTo 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 2 nurses, 1psychologist, 1Occupational Therapist , 1Support worker, 1 assistant practitioner, 1 full time team administrator and team manager. This is a very friendly and hard working team who always make new comers to the team very welcome.
Job description
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. Ensure transport bookings are maintained as well as those systems for reserving rooms.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.AFC 7/5/24 JME-084-24 Memory Assessment Service Team Administrator Band 3To 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.Update rotas for senior managers and other staff. Act as first point of contact for queries on rotas/work schedules as appropriate.To assist the Memory Clinic Manager in managing annual leave and sickness absence on the electronic staff record (ESR). To be familiar with systems such as EASYPlan, 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 senior managers and their teams 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.
Job description
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. Ensure transport bookings are maintained as well as those systems for reserving rooms.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.AFC 7/5/24 JME-084-24 Memory Assessment Service Team Administrator Band 3To 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.Update rotas for senior managers and other staff. Act as first point of contact for queries on rotas/work schedules as appropriate.To assist the Memory Clinic Manager in managing annual leave and sickness absence on the electronic staff record (ESR). To be familiar with systems such as EASYPlan, 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 senior managers and their teams 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
Essential and Desirable
Essential
- GCSE in English & Mathematics or equivalent
- Evidence of recent further development/training to NVQ3 level
- Significant administrative experience in a similar environment
- Ability to use a range of IT programmes including Microsoft Office
- Good verbal &written communication skills
Desirable
- ECDL qualification or equivalent
- NHS experience
- Knowledge of mental health services.
- Managing appointments on out look calendar and use of Exel
Person Specification
Essential and Desirable
Essential
- GCSE in English & Mathematics or equivalent
- Evidence of recent further development/training to NVQ3 level
- Significant administrative experience in a similar environment
- Ability to use a range of IT programmes including Microsoft Office
- Good verbal &written communication skills
Desirable
- ECDL qualification or equivalent
- NHS experience
- Knowledge of mental health services.
- Managing appointments on out look calendar and use of Exel
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
