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 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 meetings, MDT or any other team

meeting as required

• To maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately, appropriately and kept up to date..

• 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.

Staff benefits

Pay Enhancements – 36% additional for Evenings (8pm onwards) and Saturdays and 70% additional for Sundays and Bank holidays.

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

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