Memory Assessment Service Team Administrator

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., 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.
A hints and tips document is attached below for guidance on completing your application form.
Disclosure Barring Certificate check
All of our new starters, who are appointed to a post which requires a Disclosure Barring Certificate check (DBS), will be recharged for the full cost of the check (DBS checks for volunteers are free of charge).
An enhanced DBS check costs £38 and a standard check costs £18 (plus an administration charge of £3.50). If you are a substantive member of staff, the full amount will be taken from your first month's salary.
If you are a member of staff on our bank, you will need to repay the full amount from your first salary.
We encourage you to register with the DBS update service at an annual cost of £13 (this is mandatory for bank staff).
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.
+ Priority will be given to applications from existing NHS employees who have an at risk status
+ This post is on our terms and conditions (T&Cs). If you are an existing employee currently on transferred terms and conditions (i.e. you transferred from another employer and retained their T&Cs) and you are voluntarily applying for this post; if you are successful, you will be employed on our T&Cs
+ You will be informed about the progress of your application following shortlisting. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview
+ We will notify you by email if you have been shortlisted or not. Computer access is available at your local job centre or library. Please make sure you check your spam filter/junk folder. If any mail goes to your junk folder please mark it as safe
+ 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 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
+ Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
+ We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our recruiting managers directly.

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.

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.
Our ambition is to maximise people's potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.

If you come and work for us we will offer a range of benefits and opportunities, including:
1. Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
2. Flexible working opportunities to support your work/life balance
3. Access to Continued Professional Development
4. Involvement in improvement and research activities
5. Health and Wellbeing activities and access to an excellent staff wellbeing service
6. Access to staff discounts across retail, leisure and travel
If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople
https://www.penninecare.nhs.uk/values