Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday - Friday 9am - 5pm - (Happy to discuss flexible working))
- Job ref
- 437-7354282
- Employer
- Greater Manchester Mental Health NHS Foundation Trust
- Employer type
- NHS
- Site
- Central Park
- Town
- Manchester
- Salary
- £24,937 - £26,598 per annum pro rata
- Salary period
- Yearly
- Closing
- 15/08/2025 23:59
Employer heading

Community Administrator
Band 3
Job overview
To provide an efficient and effective administrative service within the Community Mental Health Team, to carry out all administrative tasks in relation to the role. This includes answering telephone calls to patients, relatives and various clinical staff and professionals to provide an efficient mental health service whilst carrying out a variety of administrative tasks as directed by your Line Manager.
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
• Provide admin support to the clinical team in relation to care plans and
clinical correspondence.
• Dealing with all incoming referrals to the service
• Dealing with all incoming and outgoing mail, processing, distributing
and responding within limits
• Ensure that sufficient stocks of stationery are available to meet the
needs of the team without resorting to stockpiling
• Co-ordinate and facilitate the dissemination of information to and from
the team.
• Dealing efficiently, precisely and courteously with telephone callers
• Producing minutes from daily zoning meetings, MDT or any other team
meeting as required
• To provide a supervisory role to receptionist and apprentices, this will
include line management supervision.
• Maintaining filing systems that are appropriate to the needs of the
service.
• Maintain client records for data inputting onto health and social services computer systems.
• Maintain records of referrals and discharges for statistical purposes and enter onto Paris computerised system accurately and timely.
• Scan on all appropriate documentation to update patient records.
• Recording messages accurately in the daily diary for all team members
• Typing of correspondence, reports etc, amending the format and
grammar as necessary within the PARIS computerised system
• Develop an understanding of the patient record system (PARIS) and
have responsibility for maintaining data quality.
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
Please see attached job description and person specification
Staff benefits
- Pay Enhancements:
Band |
Saturday (midnight to midnight) and any week day after 8pm and before 6am |
All time on Sundays and Public Holidays (midnight to midnight) |
1 |
Time plus 47% |
Time plus 94% |
2 |
Time plus 41% |
Time plus 83% |
3 |
Time plus 35% |
Time plus 69% |
4 – 9 |
Time plus 30% |
Time plus 60% |
- 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
Other Requirements
Essential criteria
- There may be a requirement to travel within the Manchester area in order to fulfil the role and an occasional requirement to travel across the wide footprint of the Trust to attend meetings and events relevant to the role.
Knowledge
Essential criteria
- Knowledge and understanding of the Data Protection Act
- Knowledge and understanding of the Client Confidentiality
Desirable criteria
- Knowledge and understanding of the Mental Health issues and challenges
- Knowledge of Medical Terminology
Experience
Essential criteria
- Have experience of working in an office environment that ensures confidentiality is maintained at all times
- Have experience in working in a busy office environment.
- Confident telephone manner
Desirable criteria
- Have experience of working with members of the general public. Including patients/service users
- Using EPR systems
Education
Essential criteria
- Good level of education Maths and English
- Recognised competency-based level 3 qualification in a relevant subject (e.g. NVQ, BTEC QCF, Apprenticeship), or equivalent demonstrable experience
Desirable criteria
- Other relevant IT qualifications RSA 2
Skills and Abilities
Essential criteria
- Effective time management skills • The ability to prioritise and plan conflicting and complex work demands
- An excellent telephone Manner • Outstanding communication Skills
- The ability to navigate IT systems, inc Excel, Word and PowerPoint
- Ability to be numerate and provide statistical data accurately
Desirable criteria
- Patient administration background
- Knowledge of the EPR system
- Minute taking
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
- Lynnette Gittens
- Job title
- Senior Administrator
- Email address
- [email protected]
- Telephone number
- 01612710059
- Additional information
Jean Rowcroft, Administration Manager,
email [email protected]
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