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Memory Assessment Service Team Administrator
NHS AfC: Band 3
Main area Team Administrator Memory Assessment Service Band 3 Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 30 hours per week Job ref 311-S777-26-A
Site The Meadows Town Stockport Salary £25,760 - £27,476 PA, Pro rata Salary period Yearly Closing 13/10/2026 23:59
Post Title
Team Administrator
Service/Ward/Department
Memory Assessment Service
Borough
Stockport (South Network)
Band & salary scale
Band 3
Hours of work
30 hours per week
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 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.
- 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
- 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
Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards . 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 HMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.
If you require sponsorship, we will assess your eligibility based on current government guidance. 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.
Pennine Care are committed to the 'Pledge to Flex' initiative as flexible working is a day one right for all colleagues. We can work flexibly, doing whatever work pattern fits our needs, regardless of the type of role we're in. 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. This policy brings this part of the People Promise to life. It will provide you with the information you need, support you to have conversations and take steps towards working in a way that suits you best.
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.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Name Jennifer Day Job title Clinical Lead Email address jenniferday1@nhs.net Telephone number 0161 716 4505 Additional information Please contact for more information about this role or to arrange a visit.
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