Job summary
The Greater Manchester Mental Health Talking Therapies Division offers psychological treatment for anxiety and depression, including specialist Post Covid Syndrome and Employment Support teams to the areas of Bolton, Manchester, Salford, Trafford, and Wigan. As a Team Administrator, you will play a pivotal role in supporting the division to create a positive and seamless experience for our patients.
Based in Trafford, the Team Administrator will play a key role in supporting the smooth and efficient running of the service. This position is central to maintaining high standards across administrative operations and contributes directly to the overall effectiveness of the wider team.
Join us in this fulfilling career opportunity where your self-motivation and enthusiasm will thrive in a fast-paced environment that embraces change.
Please note - This role is not eligible for sponsorship unless you meet criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024.
Main duties of the job
Process all referrals received into the Service, ensuring updates to clinical information systems align with Trust and Service guidelines.
Monitor shared administration email inboxes and action in a timely manner.
Answer telephone calls professionally, record accurate messages and update clinical information systems while maintaining confidentiality.
Schedule appointments based on clinical requirements set by the clinicians and in agreement with patients.
Greet Service users and visitors at reception.
Open, date-stamp, sort, and process all incoming mail (including email), linking it to previous correspondence when necessary, and ensure that outgoing post is sent in a timely manner.
Utilise various software programmes to produce, maintain and distribute clinical correspondence to Service users.
Efficiently manage appointments in a fast-paced environment, aligning with Service targets.
Organise workload to meet all deadlines, ensuring completion of day-to-day tasks.
Demonstrate flexibility to adapt to changing priorities.
Work independently, using own initiative to make decisions in a constantly changing environment, using judgement to manage queries appropriately or escalate when necessary.
Ensure compliance with Trust guidelines, policies and procedures related to confidentiality, disclosure information and the Data Protection Act (GDPR) at all times.
Accurately record and communicate all messages.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7000 members of staff, who deliver services from more than 122 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.
Job description
Job responsibilities
Provide an administration function to the Service as a whole, Service Users and health professionals that we come into contact with. This will include in-person contact, telephone contact and various written communication methods.
Use of office equipment and Trust systems at all times.
Maintain accurate communication pathways and confidentiality procedures using the Trust/Service's policies, processes and pathway.
Other associated duties that fall within the scope of the Administration Team.
Attend and contribute to meetings/mandatory training arranged.
Process all referrals received into the Service, ensuring updates to clinical information systems align with Trust and Service guidelines.
Monitor shared administration email inboxes and action in a timely manner.
Answer telephone calls professionally, record accurate messages and update clinical information systems while maintaining confidentiality.
Schedule appointments based on clinical requirements set by the clinicians and in agreement with patients.
Greet Service users and visitors at reception.
Open, date-stamp, sort, and process all incoming mail (including email), linking it to previous correspondence when necessary, and ensure that outgoing post is sent in a timely manner.
Efficiently manage appointments in a fast-paced environment, aligning with Service targets.
Organise workload to meet all deadlines, ensuring completion of day-to-day tasks.
Work independently, using own initiative to make decisions in a constantly changing environment, using judgement to manage queries appropriately or escalate when necessary.
Ensure compliance with Trust guidelines, policies and procedures related to confidentiality, disclosure information and the Data Protection Act (GDPR) at all times.
Please see attached job description and person specification
Staff benefits
- Pay Enhancements
- 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)
Job description
Job responsibilities
Provide an administration function to the Service as a whole, Service Users and health professionals that we come into contact with. This will include in-person contact, telephone contact and various written communication methods.
Use of office equipment and Trust systems at all times.
Maintain accurate communication pathways and confidentiality procedures using the Trust/Service's policies, processes and pathway.
Other associated duties that fall within the scope of the Administration Team.
Attend and contribute to meetings/mandatory training arranged.
Process all referrals received into the Service, ensuring updates to clinical information systems align with Trust and Service guidelines.
Monitor shared administration email inboxes and action in a timely manner.
Answer telephone calls professionally, record accurate messages and update clinical information systems while maintaining confidentiality.
Schedule appointments based on clinical requirements set by the clinicians and in agreement with patients.
Greet Service users and visitors at reception.
Open, date-stamp, sort, and process all incoming mail (including email), linking it to previous correspondence when necessary, and ensure that outgoing post is sent in a timely manner.
Efficiently manage appointments in a fast-paced environment, aligning with Service targets.
Organise workload to meet all deadlines, ensuring completion of day-to-day tasks.
Work independently, using own initiative to make decisions in a constantly changing environment, using judgement to manage queries appropriately or escalate when necessary.
Ensure compliance with Trust guidelines, policies and procedures related to confidentiality, disclosure information and the Data Protection Act (GDPR) at all times.
Please see attached job description and person specification
Staff benefits
- Pay Enhancements
- 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
Education / Qualifications
Essential
- Relevant level 3 competency based qualification qualification (such as RSA or NVQ
- Previous office experience or equal demonstrative experience
- Educated to GCSE level in English and Maths
Desirable
- IT related qualification
- Use of Electronic Patient Records
Experience
Essential
- Working in a confidential environment
Desirable
- Use of office equipment
- Contact with patients / service users
- Knowledge of IAPT/Talking Therapies pathway
Knowledge
Essential
- The Data Protection Act
- Patient Confidentiality
Desirable
- Use of EPR systems
- Knowledge of NHS practices and procedures
Skills and Abilities
Essential
- Effective time management skills oThe ability to prioritise tasks
- An excellent telephone manner
- Outstanding communication skills
- The ability to prioritise tasks
- Ability to respond rapidly to changing priorities, working effectively under pressure
- Appropriate keyboard skills
- The ability to navigate IT systems including Word, Excel and Outlook
- Able to cope with pressure and change
Desirable
- Patient administration background
- Knowledge of the Paris system
- Advanced keyboard skills
Other Requirements
Essential
- There is an occasional requirement to travel across the footprint of the Trust to attend training, meetings and events relevant to the role
Person Specification
Education / Qualifications
Essential
- Relevant level 3 competency based qualification qualification (such as RSA or NVQ
- Previous office experience or equal demonstrative experience
- Educated to GCSE level in English and Maths
Desirable
- IT related qualification
- Use of Electronic Patient Records
Experience
Essential
- Working in a confidential environment
Desirable
- Use of office equipment
- Contact with patients / service users
- Knowledge of IAPT/Talking Therapies pathway
Knowledge
Essential
- The Data Protection Act
- Patient Confidentiality
Desirable
- Use of EPR systems
- Knowledge of NHS practices and procedures
Skills and Abilities
Essential
- Effective time management skills oThe ability to prioritise tasks
- An excellent telephone manner
- Outstanding communication skills
- The ability to prioritise tasks
- Ability to respond rapidly to changing priorities, working effectively under pressure
- Appropriate keyboard skills
- The ability to navigate IT systems including Word, Excel and Outlook
- Able to cope with pressure and change
Desirable
- Patient administration background
- Knowledge of the Paris system
- Advanced keyboard skills
Other Requirements
Essential
- There is an occasional requirement to travel across the footprint of the Trust to attend training, meetings and events relevant to the role
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).
Employer details
Employer name
Greater Manchester Mental Health NHS Foundation Trust
Address
Altrincham Health & Wellbeing Centre
31 - 33 Market Street
Altrincham
WA14 1PF
Employer's website
https://www.gmmh.nhs.uk/ (Opens in a new tab)
