Team Administrator

Job overview

The post holder will be required to provide a confidential secretarial and administrative service to the Early Intervention Team (EIT). The post holder is also responsible for managing referrals that come into the team, sending out appointment letters and mailshots, dealing with all telephone calls that come into the service and ensuring they get passed on in a timely manner whilst also managing the Care Plan Approach (CPA) forward planner to ensure all CPA appointments are booked within the agreed timeframe.

The post holder will also be responsible for the requisitioning of stationery, maintenance of meeting rooms and non-stock requisitioning.

The Team Administrator will have an overview of the patient pathway with responsibility for ensuring referrals, reviews and appointments are processed and conducted within the required timeframes.

The post holder is responsible for the provision of a booking appointment service Outpatients using a computerised Patient Administration System (PARIS), electronic scanning equipment and all administrative roles for this service. This will involve formal liaison with Service users and clinicians to ensure that patients are seen within appropriate timeframes.

The post holder will ensure an efficient administrative service for the team including minute taking, and other general administrative duties.

Please note - This role is not eligible for sponsorship under current immigration rules.

• Typing of all clinical correspondence.
• Coordinating and directing service user contact via telephone call, email or letter.
• Greeting service users, carers and other visitors when required.
• Ensure an effective and efficient booking service is provided with service user negotiation in accordance with the targets stated in the NHS Plan.
• Direct making of appointments according to booking and waiting time policies.
• Identification of service users whom their appointment may fall outside the target timeframe.
• Management of the clinic capacity available and flagging this up should it fall short of what is needed.
• Provide a general appointment booking service for service users as required.
• Typing of all business correspondence
• Ordering and management of the team stationery, assuring stock levels remain appropriate.
• Identification of any other issues that may pose a risk the service users, carer or delivery of service.
• The taking and typing of minutes for all team meetings and ad hoc meetings on request.
• Provide a comprehensive administrative service to the MDT including the management of meetings, appointment management and a range of other administrative duties.
• Preparation and minuting of meetings on a weekly basis.
• Devise and maintain filing systems appropriate to the service and compliant with information governance guidance.

Working for our organisation

Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7000 members of staff, who deliver services from more than 160 locations.

We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.

Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.

Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.

Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.

Detailed job description and main responsibilities

• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
• Excellent pension
• Cycle to work scheme
• Salary sacrifice car scheme
• Wellbeing programme
• Blue Light Card Discounts
• fuel Genie Fuel Cards (for applicable roles)

Person specification

Education/Qualification

• RSA Level 3 word processing, or equivalent demonstrable experience

• ECDL or equivalent Qualification or working towards

Experience

• Be able to demonstrate their Admin/Secretarial experience
• Have experience of working on own initiative

Knowledge

• Be able to demonstrate knowledge of software packages required for role.

Communication

• Be able to demonstrate a level of English Language proficiency consistent with the needs of the post.

Organisational

• Be able to arrange appointments, meetings.

Self Reseliance

• Be able to work without constant supervision and on own initiative whilst carrying out routine duties

Important Information about working for GMMH:

All positions within the Trust are subject to satisfactory pre-employment checks, for further information on the checks required please visit the NHS Employers website www.nhsemployers.org

The Trust mandates all post holders who require a DBS for their role to subscribe to the DBS Update Service. You will be required to enrol for this service for a fee of £16 per year and maintain registration throughout your employment with GMMH.

Applicants are encouraged to apply for posts at Greater Manchester Mental Health who have direct experience of mental health, learning disability or drug and alcohol services either as a service user or a carer.

The Trust is also committed to safeguarding children, young people and vulnerable adults and requires all staff and volunteers to share this commitment.

If you would like to have an informal chat about the recruitment process for this role or would value some additional support, we’d love to hear from you.

Use of Artificial Intelligence (AI) when writing job applications

A candidate may utilise the help of AI when writing job application. The assessment of an application is made on its entirety and most times AI-generated content does not fully grasp the context and requirements of the job one applies for thus producing inaccurate and misleading information, especially in the supporting statement section of an application that can lack real life examples of one’s achievements, success and challenges.

We have added a disclaimer to our application process advising that the use of AI is monitored. GMMH reserves the right to follow up with a candidate at the interview on specific responses and those examples used in the supporting statement to explore it further.

Sponsorship

We are proud to be an approved sponsor for the Skilled Worker visa. Applications from individuals who require sponsorship will be considered alongside all other applications. Please be aware that not all roles are eligible for sponsorship. You can review the list of eligible roles and salary requirements on the UK Government’s website – click here.

If you are offered a role with us and you require sponsorship, we will check your eligibility in line with the information on the above website. Your offer of employment could be withdrawn if the role is not eligible for sponsorship, and you are not otherwise able to evidence your right to work in the UK.

The Home Office introduces new changes from 09/04/2025 that impact the health and care sector, you may wish to familiarise with it here.

Do you have experience outside the NHS?

We want to attract and retain people with diverse skills and experience, to deliver inclusive healthcare services to our communities.

We will consider relevant experience outside the NHS to calculate your salary on appointment. Please contact our Recruitment Team for more information.

**Please note, this vacancy may be closed at any time if sufficient applications have been received**