Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (To work one evening clinic per week as determined - Happy to discuss flexible working)
- Job ref
- 437-7672829
- Employer
- Greater Manchester Mental Health NHS Foundation Trust
- Employer type
- NHS
- Site
- Altrincham Health & Wellbeing Centre
- Town
- Altrincham
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 22/01/2026 23:59
Employer heading
Team Administrator
Band 3
Job overview
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.
Working for our organisation
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.
Detailed job description and main 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 criteria
- 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 criteria
- IT related qualification
- Use of Electronic Patient Records
Experience
Essential criteria
- Working in a confidential environment
Desirable criteria
- Use of office equipment
- Contact with patients / service users
- Knowledge of IAPT/Talking Therapies pathway
Knowledge
Essential criteria
- The Data Protection Act
- Patient Confidentiality
Desirable criteria
- Use of EPR systems
- Knowledge of NHS practices and procedures
Skills and Abilities
Essential criteria
- Effective time management skills • The 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 criteria
- Patient administration background
- Knowledge of the Paris system
- Advanced keyboard skills
Other Requirements
Essential criteria
- There is an occasional requirement to travel across the footprint of the Trust to attend training, meetings and events relevant to the role
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Carolyn Berry
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 0161 271 0190
- Additional information
Choose Option 4 for Trafford Talking Therapies
Also: - Rebecca Paul, Admin Manager
List jobs with Greater Manchester Mental Health NHS Foundation Trust in Administrative Services or all sectors