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
📝 Application support - We recommend tailoring your application to each role you apply for, particularly your supporting information. This gives you the best chance of success. Your supporting information should clearly explain, with examples, how your skills and experience meet the essential and desirable criteria for the role.
We understand that some candidates may use AI tools to help prepare their application. This is not restricted, however, any AI support should only be used to enhance your own writing and must reflect your genuine skills and experience. You will be asked to talk about your application at interview. Applications that contain false or misleading information may be removed from the recruitment process.
We also offer virtual application support sessions each month, where you will learn some hints and tips to support you in completing your application form. To secure your place, and to find out more visit the on our website.
🌍 Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the
📬 After You Apply - Once your application is submitted, you’ll receive updates via email. Shortlisting is based on how well you meet the criteria outlined in the person specification. Only shortlisted candidates will be invited to interview, and invitations will be sent by email.
✅ If You're Offered the Role - If successful, the hiring manager will contact you directly with a verbal offer. They will then notify the Recruitment Team and submit the necessary paperwork. You’ll receive a formal conditional offer via email
🔍 Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with. These include:
* Identity verification
* Right to work check
* Disclosure and barring service (DBS)/Criminal record check (dependent on role)
* Professional registration and/or qualification check
* Occupational health assessment
* Employment history and reference validation
All applicants external to Pennine Care NHS Foundation Trust will be required to provide their to cover the most recent three years employment. This information will used to validate employment history and references.
If you require sponsorship, we will assess your eligibility based on current If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.
🚀 Once Checks Are Complete -
The Recruitment Team will coordinate with you and the hiring manager to confirm a start date. You’ll be booked onto a Trust Welcome Session and receive your Pennine Care NHS Terms and Conditions.
📣 Additional Information -
We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.
If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.
If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.
Please note:
* We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.
* We may close this vacancy early if we receive a high volume of applications. If you have a disability or long‑term health condition and need extra time or adjustments to complete your application, please contact us as soon as possible. We will ensure you are not disadvantaged where a reasonable adjustment is appropriate.
If you have problems applying, contact
Address
Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
Telephone
01617163181