Job summary
We are looking for an enthusiastic administrator to join our newly established Living Well Service, a community mental health service in the Wigan Borough.
The post holder will be required to provide a confidential secretarial and administrative service to the Living Well Team which may include managing referrals, booking appointments using the electronic patient record system, arranging & sending appointment letters and mailshots, dealing with all service queries (telephone calls/emails) that come into the service and ensuring they get passed on in a timely manner. The post holder will also be responsible for the requisitioning of stationery, maintenance of meeting rooms and non-stock requisitioning.
The post holder will have an overview of the admin pathway with responsibility for ensuring referrals, reviews and appointments are processed and conducted within the required timeframes and line with operational policy.
The post holder will support the senior administrator to ensure an efficient administrative service for the team including arranging relevant meetings, generating agendas, minute taking, and other general administrative duties by request.
Main duties of the job
To directly negotiate appointment slots with team members in order that people using the service receive appointments within target times.
- Typing and sending of all clinical correspondence where requested.
- Coordinating and directing contact into and out of the service via telephone call, email, or letter.
- Communicating with people using the service, carers and visitors in a compassionate when required either face to face, phone or email.
- Ensure an effective and efficient appointment booking service is provided.
- Direct making of appointments according to booking and waiting time policies.
Other details stated on the Job Description
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over7000members of staff, who deliver services from more than160locations.
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.
Job description
Job responsibilities
Full details of role and responsibility can be found in the attached job description and person specification
Job description
Job responsibilities
Full details of role and responsibility can be found in the attached job description and person specification
Person Specification
Education / Qualifications
Essential
- Typing/WP RSAIII or equivalent or demonstrable experience
- GCSE Grade A-C English or equivalent ECDL NVQ2 Business Administration
Desirable
- Office environment experience
Experience
Essential
- Experience of working in an office environment. Arranging meetings and taking minutes
Desirable
- Audio Typing experience. Experience of working within the NHS or related healthcare experience. Experience of dealing with members of the public.
Knowledge
Essential
- Extensive knowledge of office procedures. Knowledge of Microsoft Office eg Outlook, PowerPoint, Excel and Teams
Desirable
- Awareness of Recovery Model. Awareness of children/vulnerable adults guidelines.
Skills and Abilities
Essential
- Good verbal and written communication skills. Good interpersonal and organisational skills. Ability to work as member of a team. Ability to develop, operate and maintain filing systems both manual and electronic. Ability to develop effective interpersonal relationships with colleagues in the health care setting. Ability to communicate effectively in a variety of settings. Able to deal with sensitive issues with tact and diplomacy. Able to present factual information and refer questions to others where appropriate. Ability to prioritise own workload and work to defined timescales. Ability to work on own initiative.
Other Requirements
Essential
- Ability to demonstrate a positive attitude to service users, carers and other staff. Good time management. Commitment to service development. Commitment to effective team work. Flexible approach to working. Willingness to undertake training appropriate to the post. Demonstrate a commitment to respecting and displaying the Trust Values at all times.
Person Specification
Education / Qualifications
Essential
- Typing/WP RSAIII or equivalent or demonstrable experience
- GCSE Grade A-C English or equivalent ECDL NVQ2 Business Administration
Desirable
- Office environment experience
Experience
Essential
- Experience of working in an office environment. Arranging meetings and taking minutes
Desirable
- Audio Typing experience. Experience of working within the NHS or related healthcare experience. Experience of dealing with members of the public.
Knowledge
Essential
- Extensive knowledge of office procedures. Knowledge of Microsoft Office eg Outlook, PowerPoint, Excel and Teams
Desirable
- Awareness of Recovery Model. Awareness of children/vulnerable adults guidelines.
Skills and Abilities
Essential
- Good verbal and written communication skills. Good interpersonal and organisational skills. Ability to work as member of a team. Ability to develop, operate and maintain filing systems both manual and electronic. Ability to develop effective interpersonal relationships with colleagues in the health care setting. Ability to communicate effectively in a variety of settings. Able to deal with sensitive issues with tact and diplomacy. Able to present factual information and refer questions to others where appropriate. Ability to prioritise own workload and work to defined timescales. Ability to work on own initiative.
Other Requirements
Essential
- Ability to demonstrate a positive attitude to service users, carers and other staff. Good time management. Commitment to service development. Commitment to effective team work. Flexible approach to working. Willingness to undertake training appropriate to the post. Demonstrate a commitment to respecting and displaying the Trust Values at all times.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
