Job Description

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.



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



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.



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