Senior Administrator

4 months ago

Hulme, United Kingdom Greater Manchester Mental Health NHS Foundation Trust Full time

The Recovery Pathways Service is a creative wellbeing service which consists of weekly group sessions for people experiencing mental health difficulties across the citywide footprint. Our group sessions are led by Wellbeing Arts Tutors. The post holder will manage and support the administrative function in the team. The role is mainly based at the Central Location (Cornbrook Enterprise centre is Hulme, however there is a requirement to work across the three service bases in North, South and Central Manchester.

The post holder will be responsible for the line management of the admin team and the delivery of admin provision to the service. The post holder will work closely with the team manager to ensure admin provision is effective in supporting the service needs and delivery against performance targets. The post holder, in conjunction with the community admin manager, will be required to devise, implement, and monitor admin systems to maximise efficiency of time and resources.

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.

Main Duties & Responsibilities

Responsibility to Patient Care

Processing of all referrals into the service, ensuring that all relevant Health & Social Care systems are updated in accordance with the referral protocol.
- Ensure an effective admin service is provided to meet the needs of service users.
- Ensure calls to the base are dealt with efficiently and professionally.
- Arranging provision of reception/meet and greet service.
- To ensure any new data quality processes and systems are put in place to improve service user experience.
- Provide first point of contact for written and telephone enquiries on behalf of the team, using judgement to establish validity and priority of the contact.
- Deal with any enquiries using judgement and observing service user confidentiality at all times.
- Liaise with service users, referrers, carers, and colleagues in other GMMH teams.
- Liaise with multi-disciplinary team members with regard to requirements for service activity.
- Track all service users from referral to discharge ensuring all appointment and correspondence are within local and national targets to assist with driving quality improvement and performance.
- Check the patients’ status, follow up appointments etc have been booked when mentioned in correspondence / discharge correspondence using the EPR systems, ensuring demographic details are correct and amend where necessary.
- Receive and distribute mail on a daily basis as required using judgement and experience.
- Plan and organise appointments in both the clinical diary systems and outlook diary systems.
- Arrange visits and meetings as required using judgement and experience to act in emergency cases.
- Ability to prioritise workload in accordance with the needs of the service.
- To facilitate and manage, including minuting and dissemination of minutes, for any meetings requested relevant to your role or during time of cover for colleagues’ absence.
- Participate in the appraisal process with required knowledge of the Knowledge and Skills framework (KSF) and carry out appraisals for junior admin staff.
- Organise and participate in regular administrative meetings.
- Support trainee/agency administrators ensuring effective office system is maintained, and support is offered where needed.
- Cooperate fully in the introduction of new technology and in the development of new methods of working as appropriate to your area of responsibility.
- To take responsibility for own area of work, ensuring any areas of concern are raised in a timely and appropriate way.
- Support service developments relevant to your area of work and assist in change programmes to enhance the service delivered.
- Maintain the highest standard of confidentiality with regards to information concerning clients/staff at all times.
- Maintain and update patient’s records and filing systems, involving the use of the electronic database and the Trust Electronic Patient Record (EPR) Systems.
- Ability to use word processing package to a high standard

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