Job summary
- Main area
- Administrative / Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Onsite in Bury, Trust HQ (Tameside) with some opportunity to work from home. Flexible working can be discussed: hours across 3 or 4 days.)
- Job ref
- 311-F915-26-A
- Employer
- Pennine Care NHS Foundation Trust
- Employer type
- NHS
- Site
- PCFT Trust HQ
- Town
- Ashton Under Lyne
- Salary
- £25,760 - £27,476 per annum, pro rata
- Salary period
- Yearly
- Closing
- 09/04/2026 23:59
Employer heading
Office Administrator
NHS AfC: Band 3
If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople
https://www.penninecare.nhs.uk/values
Job overview
To provide the Greater Manchester Resilience Hub teams with support, focusing on administration, new processes and data entry .
Main duties of the job
- Create and process referrals, and other clinical administration on web based clinical notes system.
- Monitoring generic email inboxes.
- To enter all MDT notes into the corresponding record and enter MDT contact.
- Complete any follow up administrative action after MDT, including issuing welcome letters.
- To enter all relevant data on spreadsheets, from PCMIS.
- Book in consultations between case managers and therapists.
- Participate and minute team meetings, full team meetings.
- Take minutes of meetings as directed by the Administration Manager, which will include sensitive content and at times distressing content.
- Participate in the admin team meetings, sharing insight and expertise to benefit the whole admin team and GM Resilience Hub services.
Issue appointment letters and reminders texts reminders
Support staff in utilising the full capabilities of the clinical system PCMIS. - To ensure that the code of confidentiality is maintained at all times.
- Ensure accurate recording and updating of data systems, both manual and computerised, and respond to requests for reports from such systems.
- Operate a range of database systems including PCMIS and excel, and liaise with clinicians to update patient information.
- Work effectively within the team therefore at times undertaking other tasks that may be required by the other staff.
- Work effectively in demanding and sometimes stressful situations.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Detailed job description and main responsibilities
• Have an awareness of and adhere to all policies and procedures relating to this service.
• Ensure own workload and duties are carried out to a high standard.
• Participate in all relevant meetings.
• Take responsibility for own health and safety and the health and safety of
others ensuring any potential risk is reported immediately to the relevant
departments.
• Take responsibility for own personal development, keeping up to date with organisational / service changes and mandatory training.
• Undertake filing duties including archiving and tracking files and ensure files and relevant documentation concerning patients are made available to clinicians on request (files both electronic and paper).
• Support admin team with general tasks when directed by admin manager (e.g. when staff are absent).
• To provide an appropriate and courteous response to all enquiries, taking clear messages as necessary and making telephone calls as directed.
• Obtain thorough and accurate information when taking telephone
calls/referrals ensuring appropriate information is passed to relevant duty staff.
• To ensure that the code of confidentiality is maintained at all times.
• To take phone and email enquires from clients, including when they are
experiencing high levels of distress, dealing with their enquiries where
appropriate and passing to clinical colleagues as required.
• Ensure referrals are processed within a timely manner adhering to service policy and procedures at all times.
• Work with client group in a non-judgemental and confidential manner, dealing with client enquiries, including from children young people and adults who are experiencing high levels of distress.
• Provide a typing and word processing service to meet the demands of the team including appointment and discharge letters.
• To book meetings and appointments for managers and clinicians, including finding and booking venues and liaise directly with other attendees at meetings/events.
• Ensure adequate supplies of stationery.
• Support with photocopying and printing tasks
• Process incoming and outgoing mail and distribute accordingly.
Person specification
Education / Qualifications
Essential criteria
- NVQ 3 Level or equivalent
Experience
Essential criteria
- Proven experience of working within a busy office environment
- Competent in the use of IT applications including Teams, Excel, PowerPoint, Outlook and Word Processing.
- Working with Mental Health Service users and/or the general public in a sensitive, confidential and non- judgemental manner
- Excellent interpersonal skills whilst working with a wide range of groups
Desirable criteria
- Experience of working within the NHS organisation
- PC-MIS training and experience
Knowledge
Essential criteria
- GDPR, policies and procedures
Desirable criteria
- Understanding of Mental Health Services
Skills and Abilities
Essential criteria
- Highly motivated with excellent organisational skills.
- Ability to work within a team setting and on one’s own initiative.
- Ability to see tasks through to completion ensuring deadlines are met.
- Ability to prioritise tasks within own
Employer certification / accreditation badges
.jpg "North West BAME")
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Janelle Pertoldi
- Job title
- Senior Team Administrator
- Email address
- [email protected]
- Telephone number
- 0333 009 5071
- Additional information
Kathy Mcguirk
Programme Manager
Mobile: 07703773711 - Monday to Thursday
If you have problems applying, contact
- Address
-
Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
- Telephone
- 01617163181
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