Community Administrator

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.

Previous applicants do not need to apply.

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 calls.
• Producing minutes from daily zoning meetings, MDT or any other team meeting as required.
• To provide a supervisory role to receptionist and apprentices, including 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 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.

About us

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.

Job responsibilities

Please see attached job description and person specification

Band

Saturday (midnight to midnight) and any week day after 8pm and before 6am.

All time on Sundays and Public Holidays (midnight to midnight).

• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years.
• Cycle to work scheme.
• Salary sacrifice car scheme.
• Blue Light Card Discounts.

Person Specification Other Requirements

• 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

• Knowledge and understanding of the Data Protection Act.
• Knowledge and understanding of Client Confidentiality.
• Knowledge and understanding of mental health issues and challenges.
• Knowledge of medical terminology.

Experience

• 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.
• Have experience of working with members of the general public, including patients/service users.
• Using EPR systems.

Education

• Good level of education in Maths and English.
• Recognised competency-based Level 3 qualification in a relevant subject (e.g., NVQ, BTEC QCF, Apprenticeship), or equivalent demonstrable experience.
• Other relevant IT qualifications (e.g., RSA 2).

Skills and Abilities

• 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, including Excel, Word and PowerPoint.
• Ability to be numerate and provide statistical data accurately.
• Knowledge of the EPR system.
• Minute taking.

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.

£24,937 to £26,598 a year per annum pro rata.