Community Administrator - NHS - ref. d89487323

Job overview

To provide an efficient and effective administrative service within the Community Mental Health Team, to carry out all administrative tasks in relation to the role. This includes answering telephone calls to patients, relatives and various clinical staff and professionals to provide an efficient mental health service whilst carrying out a variety of administrative tasks as directed by your Line Manager

• Provide admin support to the clinical team in relation to care plans and

• Dealing with all incoming and outgoing mail, processing, distributing

• Ensure that sufficient stocks of stationery are available to meet the

• Co-ordinate and facilitate the dissemination of information to and from

• Dealing efficiently, precisely and courteously with telephone callers
• Producing minutes from daily zoning meetings, MDT or any other team

• To provide a supervisory role to receptionist and apprentices, this will

• Maintaining filing systems that are appropriate to the needs of the

• Maintain client records for data inputting onto health and social services computer systems.
• Maintain records of referrals and discharges for statistical purposes and enter onto Paris computerised system accurately and timely.
• Scan on all appropriate documentation to update patient records.
• Recording messages accurately in the daily diary for all team members
• Typing of correspondence, reports etc, amending the format and

• Develop an understanding of the patient record system (PARIS) and

have responsibility for maintaining data quality.

Working for our organisation

Greater Manchester Mental Health (GMMH) Foundation Trust employs over 6,400 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

Please see attached job description and person specification

• Pay Enhancements:

Band

Saturday (midnight to midnight) and any week day after 8pm and before 6am

All time on Sundays and Public Holidays (midnight to midnight)

1

Time plus 47%

Time plus 94%

2

Time plus 41%

Time plus 83%

3

Time plus 35%

Time plus 69%

4 – 9

Time plus 30%

• 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
• fuelGenie Fuel Cards (for applicable roles)

Person specification

Other Requirements

• There may be a requirement to travel within the Manchester area in order to fulfil the role and an occasional requirement to travel across the wide footprint of the Trust to attend meetings and events relevant to the role.

Knowledge

• Knowledge and understanding of the Data Protection Act
• Knowledge and understanding of the Client Confidentiality

• Knowledge and understanding of the Mental Health issues and challenges
• Knowledge of Medical Terminology

Experience

• Have experience of working in an office environment that ensures confidentiality is maintained at all times
• Have experience in working in a busy office environment.
• Confident telephone manner

• Have experience of working with members of the general public. Including patients/service users
• Using EPR systems

Education

• Good level of education Maths and English
• Recognised competency-based level 3 qualification in a relevant subject (e.g. NVQ, BTEC QCF, Apprenticeship), or equivalent demonstrable experience

• Other relevant IT qualifications RSA 2

Skills and Abilities

• Effective time management skills • The ability to prioritise and plan conflicting and complex work demands
• An excellent telephone Manner • Outstanding communication Skills
• The ability to navigate IT systems, inc Excel, Word and PowerPoint
• Ability to be numerate and provide statistical data accurately

• Patient administration background
• Knowledge of the EPR system
• Minute taking

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**