Administration Assistant

Job overview

We are looking for a highly motivated and well organised Administration Assistant to join the Trafford Extended Service and extend the range of support to that team. The applicant will provide admin support to the multi-disciplinary team working with a client group with mental health problems. There will be client and carer telephone contact and therefore, good communication skills are essential. This is a busy and friendly service, based at Manor House Resource Centre.

Working hours per week, you will be providing comprehensive and confidential support to the service. Duties will include minute taking which is imperative, answering and dealing with telephone enquiries and inputting to the patient information system. You will be expected to produce work within tight schedules and to a consistently high standard. You should be able to work on your own initiative as well being part of the team. You should have exceptional organisational skills, IT skills are desirable and you must also be able to prioritise workload and respond to any enquiries in a professional manner.

Main duties of the job

Providing admin support to the clinical team. Co-ordinate and facilitate the dissemination of information to and from the team.

Dealing with all incoming and outgoing mail, processing, distributing and responding within limits.

Ensuring shared mailboxes are checked and dealt with promptly, forwarding to duty team where appropriate.

Transcribing and typing of clinic letters for consultants as and when required.

Dealing efficiently, precisely and courteously with telephone callers from both service users, relatives, carers and other agencies.

Attending and taking minutes from MDT or any other team meeting as required either in person or remotely.

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.

Detailed job description and main responsibilities

See attached detailed job description and person specification:

Staff benefits

Pay Enhancements – 30% additional for Evenings (8pm onwards) and Saturdays and 60% 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

Person specification

Education / Qualifications

Essential criteria

Good level of education Maths/English Recognised competency-based level 3 qualification in a relevant subject ( NVQ, B-TEC QCF, Apprenticeship), or equivalent demonstrable experience.

Desirable criteria

Other relevant IT qualifications ie RSA level 2

Experience

Essential criteria

Have experience of working in a busy office environment that ensures confidentiality is maintained at all times.

Desirable criteria

Have experience of working with members of the general public, including service users. Experience of working in a healthcare setting using EPR systems

Knowledge

Essential criteria

A good knowledge of the Data Protection Act including GDPR.

Desirable criteria

A knowledge of mental health issues and their challenges.

Skills and Abilities

Essential criteria

Effective time management skills with the ability to prioritise and plan conflicting and complex work demands. A caring and sensitive attitude when communicating with staff and patients.

Desirable criteria

Patient administration background with knowledge of the EPR system. To be helpful and approachable

 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.

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