Ward Administrator - Bolton

Job overview

To support the Senior Administrator in providing a comprehensive administrative service to the clinical teams within the Mental Health Inpatient Service, Bolton directorate.

The post holder will be the first point of contact to the general public, family members, health professionals and emergency services. They will answer and manage telephone calls from service users and their carers / relatives and other health and social care professionals.

The covering of the ward reception will be a large part of the role along with the covering of Patient Services which will involve dealing with patient finances etc.

They will be responsible for the ordering of stationery/equipment for the wards, adding maintenance jobs onto the system for completion and linking in with carers to provide carer packs to enable relevant support to be implemented. The post holder will be responsible for ensuring letter, referrals and discharge correspondence are input in a timely manner, to meet local and national targets.

• Undertake clerical duties for your clinical team, letters to GP’s, reports, discharge correspondence and clinical activity data inputting.
• To be the first point of contact for face to face, written and telephone enquiries on behalf of your clinical team, using judgement to establish validity and priority of the contact.
• Deal with any admission enquiries using judgement and observing patient confidentiality at all times.
• Liaise with General Practitioners and outside agencies, including other hospitals, general and geriatric, medical services, service users and their relatives using their knowledge and judgement of any given situation.
• As required by your clinical team, record activity onto appropriate systems meeting all required deadlines.
• Track all service users from referral to discharge ensuring all correspondence is within local and national targets.
• Ensure all discharge notification and summaries are generated and sent to GP within agreed time frames.
• Check the patient’s status, ensuring demographic details are correct and amended where necessary.

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

• Pay Enhancements – 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
• 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

Person specification

Education / Qualifications

• Demonstrable office experience or equal demonstrative experience
• GCSE Maths and English or equivalent

• IT related qualification
• RSA / NVQ qualification

Experience

• Working on a reception area, having contact in a face to face, and by telephone setting.

• Use of office equipment
• Contact with patients / service users
• An understanding of Patient Services within an inpatient setting.
• Knowledge of performance and data quality
• Knowledge of working the Bespoke GMMH NHS package, Paris

Knowledge

• Patient Confidentiality
• The importance of working as part of a team as well as using own initiative.
• Use of office equipment

• Use of EPR systems
• Confidence in working with patients, dealing with carers and professionals in a ward environment.
• A working knowledge of PARIS (GMMH’s clinical patient recording system).
• A knowledge of Patient Services within an inpatient setting.

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
• Advanced keyboard Skills. The ability to navigate IT systems, including MS Teams, Outlook, Excel, Word and Powerpoint
• A caring and sensitive attitude when communicating with staff, patients and carers. A mature disposition

• Patient administration background
• Minute taking. Audio typing
• Knowledge of working within the NHS

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**