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Memory Assessment Service Team Administrator
4 months ago
**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.
