Job overview
The Greater Manchester Mental Health Talking Therapies Division offers psychological treatment for anxiety and depression, including specialist Post Covid Syndrome and Employment Support teams to the areas of Bolton, Manchester, Salford, Trafford, and Wigan. As a Team Administrator, you will play a pivotal role in supporting the division to create a positive and seamless experience for our patients.
Based in Trafford, the Team Administrator will play a key role in supporting the smooth and efficient running of the service. This position is central to maintaining high standards across administrative operations and contributes directly to the overall effectiveness of the wider team.
Join us in this fulfilling career opportunity where your self-motivation and enthusiasm will thrive in a fast-paced environment that embraces change.
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
Process all referrals received into the Service, ensuring updates to clinical information systems align with Trust and Service guidelines.
Monitor shared administration email inboxes and action in a timely manner.
Answer telephone calls professionally, record accurate messages and update clinical information systems while maintaining confidentiality.
Schedule appointments based on clinical requirements set by the clinicians and in agreement with patients.
Greet Service users and visitors at reception.
Open, date-stamp, sort, and process all incoming mail (including email), linking it to previous correspondence when necessary, and ensure that outgoing post is sent in a timely manner.
Utilise various software programmes to produce, maintain and distribute clinical correspondence to Service users.
Efficiently manage appointments in a fast-paced environment, aligning with Service targets.
Organise workload to meet all deadlines, ensuring completion of day-to-day tasks.
Demonstrate flexibility to adapt to changing priorities.
Work independently, using own initiative to make decisions in a constantly changing environment, using judgement to manage queries appropriately or escalate when necessary.
Ensure compliance with Trust guidelines, policies and procedures related to confidentiality, disclosure information and the Data Protection Act (GDPR) at all times.
Accurately record and communicate all messages.
Working for our organisation
Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7000 members of staff, who deliver services from more than 122 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
Provide an administration function to the Service as a whole, Service Users and health professionals that we come into contact with. This will include in-person contact, telephone contact and various written communication methods.
Use of office equipment and Trust systems at all times.
Maintain accurate communication pathways and confidentiality procedures using the Trust/Service's policies, processes and pathway.
Other associated duties that fall within the scope of the Administration Team.
Attend and contribute to meetings/mandatory training arranged.
Process all referrals received into the Service, ensuring updates to clinical information systems align with Trust and Service guidelines.
Monitor shared administration email inboxes and action in a timely manner.
Answer telephone calls professionally, record accurate messages and update clinical information systems while maintaining confidentiality.
Schedule appointments based on clinical requirements set by the clinicians and in agreement with patients.
Greet Service users and visitors at reception.
Open, date-stamp, sort, and process all incoming mail (including email), linking it to previous correspondence when necessary, and ensure that outgoing post is sent in a timely manner.
Efficiently manage appointments in a fast-paced environment, aligning with Service targets.
Organise workload to meet all deadlines, ensuring completion of day-to-day tasks.
Work independently, using own initiative to make decisions in a constantly changing environment, using judgement to manage queries appropriately or escalate when necessary.
Ensure compliance with Trust guidelines, policies and procedures related to confidentiality, disclosure information and the Data Protection Act (GDPR) at all times.
Please see attached job description and person specification
Staff benefits
1. Pay Enhancements
2. 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
3. Excellent pension
4. Cycle to work scheme
5. Salary sacrifice car scheme
6. Wellbeing programme
7. fuelGenie Fuel Cards (for applicable roles)
Person specification
Education / Qualifications
Essential criteria
8. Relevant level 3 competency based qualification qualification (such as RSA or NVQ
9. Previous office experience or equal demonstrative experience
10. Educated to GCSE level in English and Maths
Desirable criteria
11. IT related qualification
12. Use of Electronic Patient Records
Experience
Essential criteria
13. Working in a confidential environment
Desirable criteria
14. Use of office equipment
15. Contact with patients / service users
16. Knowledge of IAPT/Talking Therapies pathway
Knowledge
Essential criteria
17. The Data Protection Act
18. Patient Confidentiality
Desirable criteria
19. Use of EPR systems
20. Knowledge of NHS practices and procedures
Skills and Abilities
Essential criteria
21. Effective time management skills •The ability to prioritise tasks
22. An excellent telephone manner
23. Outstanding communication skills
24. The ability to prioritise tasks
25. Ability to respond rapidly to changing priorities, working effectively under pressure
26. Appropriate keyboard skills
27. The ability to navigate IT systems including Word, Excel and Outlook
28. Able to cope with pressure and change
Desirable criteria
29. Patient administration background
30. Knowledge of the Paris system
31. Advanced keyboard skills
Other Requirements
Essential criteria
32. There is an occasional requirement to travel across the footprint of the Trust to attend training, meetings and events relevant to the role
The Trust mandates all post holders who require a DBS for their role to subscribe to the DBS Update Service. You will be required to enrol for this service for a fee of £16 per year and maintain registration throughout your employment with GMMH.
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.
Use of Artificial Intelligence (AI) when writing job applications
A candidate may utilise the help of AI when writing job application. The assessment of an application is made on its entirety and most times AI-generated content does not fully grasp the context and requirements of the job one applies for thus producing inaccurate and misleading information, especially in the supporting statement section of an application that can lack real life examples of one’s achievements, success and challenges.
We have added a disclaimer to our application process advising that the use of AI is monitored. GMMH reserves the right to follow up with a candidate at the interview on specific responses and those examples used in the supporting statement to explore it further.
Sponsorship
We are proud to be an approved sponsor for the Skilled Worker visa. Applications from individuals who require sponsorship will be considered alongside all other applications. Please be aware that not all roles are eligible for sponsorship. You can review the list of eligible roles and salary requirements on the UK Government’s website – click .
If you are offered a role with us and you require sponsorship, we will check your eligibility in line with the information on the above website. Your offer of employment could be withdrawn if the role is not eligible for sponsorship, and you are not otherwise able to evidence your right to work in the UK.
The Home Office introduces new changes from 22/07/2025 that impact the health and care sector, you may wish to familiarise with it.
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.