Job overview
We are looking for a motivated, detail-orientated professional to join the Information Management & Technology (IM&T) department. Ideally an individual who has a passion for the role that technology can play to make a purposeful difference to our service users and staff.
In this advert, we are seeking a Business Support Administrator to join our innovative team. The successful candidate will play a pivotal part in the smooth functioning of our IM&T operations, contributing toward the overall success of our organisation in the delivery of care, through the implementation of our ongoing digital programme.
Main duties of the job
1. Provide business administrative support to the IM&T senior management team.
2. To attend meetings, and take minutes if requested, in an accurate and concise manner and to ensure they are typed, distributed, and stored, in accordance with group terms of reference and Trust policies and procedures.
3. IM&T meeting administration including agendas, room bookings, refreshments etc.
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 northwest 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.
The will be an element of remote/homeworking on a rota basis inline with supporting the overall April House Services
Staff benefits
4. Pay Enhancements – 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
5. 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
6. Excellent pension
7. Cycle to work scheme
8. Salary sacrifice car scheme
9. Wellbeing programme
Detailed job description and main responsibilities
Duties and Responsibilities
10. Responsible for recording/raising IM&T requisitions and waivers using the approved Trust Finance system.
11. Responsible for ensuring all monthly IM&T payroll activities are submitted accurately
12. Organising of training and travel for IM&T senior management team
13. Recording incidents via the Trust Incident reporting system.
14. To organise and book events (such as training sessions, conferences etc.) as requested, liaising with the key stakeholders to ensure that their needs are met.
15. Updating IM&T intranet pages
16. Co-ordination of ordering of stationary etc.
17. Management of meeting room bookings.
18. To be responsible for the reporting of all maintenance and facilities incidents including Health and Safety issues.
19. Backup for taking minutes of other IM&T meetings as required.
20. Provide administrative support for strategic projects, ad hoc events and other IM&T processes
21. To be responsible for receiving visitors to the IM&T offices.
Service/policy development
22. To implement and adhere to IM&T departmental policies and procedures.
23. To be involved in the development of departmental procedures as required.
Management/leadership
24. To participate in appraisal and ongoing personal development.
25. To act on own initiative, with reference to the IM&T senior management when necessary.
Safeguarding Children and Vulnerable Adults
26. All Trust employees are required to adhere to the principles of effective and safe, safeguarding children and vulnerable adults.
Infection Control
27. Infection Prevention and Control is the responsibility of all Trust staff.
28. All staff have a responsibility to protect service users, visitors and employees against the risk of acquiring health care associated infections. This is achieved by consistently observing Trust Infection Prevention and Control Policies and procedures and adhering to best practice guidance, in order to maintain high standards of Infection Prevention and Control.
Data Quality
29. The post holder is expected to ensure the high standard of their own personal work this includes inputting, checking, reporting, written or verbal communications.
The above is not an exhaustive list of duties and responsibilities. The post holder is expected to perform any duties which could be reasonably expected of a person within this role. Please note that this can be subject to periodic review and amendment.
Person specification
Education & Qualifications
Essential criteria
30. Maths and English qualification to GCSE level C or above
Desirable criteria
31. NVQ Qualification Level 3 or equivalent in business administration
Knowledge, Skills and Experience
Essential criteria
32. Computer literacy – proficiency in the use of MS Office applications
33. Experience of taking minutes at meetings
34. Excellent written and oral communication skills
Desirable criteria
35. Customer services experience
36. NHS Mental Health Services background
Personal Qualities
Essential criteria
37. Team player
38. Ability to work under pressure and meet strict deadlines
Knowledge, Skills and Experience
Essential criteria
39. Development of office filing/communication systems
40. Ability to use appropriate initiative, prioritise workload and manage competing demands
41. Excellent organisational skills
42. Ability to communicate well at all levels
Personal Qualities
Essential criteria
43. Ability to maintain high standards of integrity and confidentiality
44. Ability to work flexibly
45. Willingness to embrace change in working practices
46. Ability to work under conditions requiring a high degree of concentration
47. Excellent interpersonal skills
Applicants are encouraged to apply for posts at Greater Manchester Mental Health who have direct experience of mental health, learning disability or drug and alcohol services either as a service user or a carer.
The Trust is also committed to safeguarding children, young people and vulnerable adults and requires all staff and volunteers to share this commitment.
We are aspiring to ensure our workforce is representative of the diverse communities that we serve, and we are strongly committed to removing barriers to employment for candidates from under-represented groups, for example BAME, Disabled and LGBT+ communities. If you would like to have an informal chat about the recruitment process for this role or would value some additional support, we’d love to hear from you.
Sponsorship will be offered for eligible roles that meet the salary requirements. Please review guidance from the UK Government. Please note, most health and care jobs must have a salary of at least £23,300, and other eligible jobs may require have a salary of £38,700 or higher, depending on your individual circumstances.
Do you have experience outside the NHS?
We want to attract and retain people with diverse skills and experience, to deliver inclusive healthcare services to our communities.
We will consider relevant experience outside the NHS to calculate your salary on appointment.