Job overview
Tameside and Glossop Early Attachment Service
Team Administrator – Band 4 - 0.6 wte (22.5 hours)
An exciting opportunity has arisen to work within the nationally recognised Tameside and Glossop Early Attachment Service, one of the ten specialist Parent-Infant Mental Health (PIMH) services that sit within Greater Manchester's Perinatal and Parent Infant Service's Model. The service works to support parents, infants and young children to develop good quality relationships right from the start.
We are looking for a dedicated and experienced Team Administrator to work within a creative, passionate and highly specialist parent-infant and early years mental health service. This post is a job-share we are able to offer 3 days (22.5 hours) at Band 4 to cover the service and work collaboratively with the current post holder.
We are looking for someone with highly developed people skills who is able to show professionalism and compassion to service users and to liaise with a wide range of professionals at the front door of our service.
This role is office based and applicants must be able to work both independently and collaborative with the current post holder.
Main duties of the job
* Lead and direct the administration of the service with a positive and fair approach.
* Be the first point of contact for professionals and service users taking a friendly and helpful approach
* Provide full medical secretarial service which includes typing letters, psychological reports, non-clinical correspondence and minutes of meetings.
* Provide administrative oversight of the Service referrals, data and activity.
* Act as a liaison for patients, clinicians, GP’s and nursing staff, Medical Records and other agencies, both over the phone and face-to-face contact.
* Liaise with Senior Managers and Clinical Leads regarding referrals and assessments.
* Liaise with professionals from other services regarding referral/patient related information
* Ensure case history notes are tracked on electronic systems to and from Medical Records.
* Deal with general enquiries from patients/relatives and referrers also being able to deal with emotional/distressed patients over the phone or in person.
* Use the relevant computer systems.
* To be able to prioritise and manage own workload unsupervised.
* Participate in managerial supervision on a monthly basis.
* To attend to the Trust’s administration team meetings and Service admin meetings
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across the lifespan and across the 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.
Detailed job description and main responsibilities
Lead and direct the administration of the service with a positive and fair
approach.
• Provision of full medical secretarial service which includes typing letters,
psychological reports, non-clinical correspondence and minutes of meetings.
• Audio / shorthand as required, prioritising workload. Use email. Send faxes as
required. Attend to photocopying.
• Provide administrative oversight of the Service referrals and activity
• Coordinate a daily referral record of all referrals into service and monitor
response times
• Plan and schedule activity for the service on a day-to-day basis.
• Linking of reports with case notes where applicable
• Ensure correspondence is uploaded onto EPR.
• Maintain an up to date appointments electronic diary and liaise with the multidisciplinary team.
• Opening, sorting and distributing incoming post.
• Maintain office filing system and stationery.
• Act as a liaison for patients, clinicians, GP’s and nursing staff, Medical Records
and other agencies, both over the phone and face-to-face contact.
• Liaise with Senior Managers and Clinical Leads regarding referrals and
assessments.
• Type multi-disciplinary clinical team meetings and file appropriately
• Ensure case history notes are tracked on electronic systems to and from Medical
Records.
• Take telephone messages and / or take messages from answer-phone daily.
• Deal with general enquiries from patients/relatives and referrers also being able
to deal with emotional/distressed patients over the phone or in person.
• Liaise with Mental Health Teams, Practitioners and Local Authority staff as part of
the family care team.
• Ensure all claims forms / time sheets are completed and sent within the allocated
time limit.
• To attend meetings, training and briefing sessions appropriate to the role and
take notes for feedback to colleagues.
• Take minutes at meetings
• Use the relevant computer systems.
• To be able to prioritise and manage own workload unsupervised. Formal
managerial supervision is provided on a monthly basis.
• To attend to the Trust’s administration team meetings and Service admin
meetings
To oversee the appointment booking system with the team, ensuring all
appointments and client information is recorded on PARIS. To report any
potential problems to the operational co-ordinator. To become involved in the
administrative process for booking new patient appointments.
• To lead on the development of a data base for the recording of information in
relation to referrals, response times, pathway and discharge data
• Take key responsibility for maintaining and inputting to the service data base and
other IT systems for the production of accurate and timely data.
• Work in collaboration with the Trusts Performance Team for providing and
responding to requests for information
• Provide data as required for analysis by Pennine Care Trust NHS Trust including
monitoring referral times and taking necessary action to address and alleviate
potential problems.
• To ensure that stationary supplies are ordered in a timely manner and within
defined budgets.
• Responsibility for ensuring that staff records are recorded on ESR.
• Ensuring that an efficient and courteous service is offered to all service users and
that confidentiality is strictly maintained.
• Ensure visitors or callers to the service feel welcomed and are responded to in a
timely manner, both in person or over the telephone.
• Be representative of the Local Records Manager with awareness of all policies
and procedures in relation to health records.
• Oversee the administration of training provided by the service including room
bookings, delegate list, resources
• Any other duties commensurate with the post, as instructed by the clinical lead
Person specification
Education/Qualifications
Essential criteria
* SA2 typing / Word Processing
* Good level of general education including GCSE English and numeracy skills
* NVQ level 4 or equivalent experience
* Competence with working on Microsoft Office suite.
Desirable criteria
* • Shorthand qualification
* PDCMS or similar qualification.
* NHS experience or working within a busy office environment
Experience
Essential criteria
* Experience in general office / secretarial work • Experience in setting up computer files and spread sheets. • Experience of minute taking and accurate recording of meetings • Audio typing • Proficient in the use of electronic patient records
Desirable criteria
* Experience of NCRS/ Paris • Experience of SMART • Involvement in supporting Audit activity • Experience of procurement
Knowledge
Essential criteria
* Good written and spoken English • Office systems and procedures • Diary management and appointment booking using manual and computerised systems
Desirable criteria
* Familiarity with hospital records system
Skills and Adbilities
Essential criteria
* • Sensitivity to people with mental health problems • Able to prioritise workload • Ability to demonstrate a methodical, organised and flexible approach to workProven ability to communicate and maintain effective relationships with people at various levels, both orally and in writing • Ability to work as a member of a team and on own initiative • Ability to respond to queries and simple problem solving • Ability to follow procedures and undertake duties in accordance with departmental policies • Effective communication (verbal and written) skills in order to communicate with all levels of the organisation. • Able to handle sensitive information with utmost discretion. • Ability to maintain a high level of confidentiality and discretion at all times. • Good interpersonal skills in order to liaise effectively with people at all levels. • Able to work to deadlines and under pressure. • Friendly demeanour and able to put people at ease and be able to relate well to children and adults • Able to work on own initiative without close supervision. • Capable of prioritising and organising own workload and that of others. • Ability to plan and develop systems • Able to motivate others • Staff management • Able to work as a member of a team. • Able to conduct staff appraisals and setting objectives in line with Trust objectives and KPI’s Highly motivated and a professional approach. • Pragmatic
Work Related Circumstances
Essential criteria
* bility to work flexibly to meet the needs of the service which may involve occasional travelling between clinical sites and evening or weekend working if required. • Setting up manual and electronic filing systems • Commitment to providing a high quality of service • Ability to remain calm under pressure • Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs • Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies • Appointments to regulated and controlled activities require an enhanced DBS disclosure.
📝 Application support - We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.
🌍 Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the
📬 After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.
✅ If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email
🔍 Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with. 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 to cover the most recent three years employment. This information will used to validate employment history and references.
If you require sponsorship, we will assess your eligibility based on current 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.
📣 Additional Information -
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 vacancies early if we receive a high volume of applications. To ensure your application is considered, please apply as soon as possible.
If you have problems applying, contact
Address
Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
Telephone
01617163181