Job overview
To provide an efficient and effective administrative service within the Community Mental Health Team, to carry out all administrative tasks in relation to the role. This includes answering telephone calls to patients, relatives and various clinical staff and professionals to provide an efficient mental health service whilst carrying out a variety of administrative tasks as directed by your Line Manager.
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
- Provide admin support to the clinical team in relation to care plans and clinical correspondence. • Dealing with all incoming and outgoing mail, processing, distributing and responding within limits • Ensure that sufficient stocks of stationery are available to meet the needs of the team without resorting to stockpiling • Co-ordinate and facilitate the dissemination of information to and from the team. • Dealing efficiently, precisely and courteously with telephone callers • Producing minutes from meetings, MDT or any other team meeting as required • To maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately, appropriately and kept up to date..
- Maintaining filing systems that are appropriate to the needs of the service. • Maintain client records for data inputting onto health and social services computer systems. • Maintain records of referrals and discharges for statistical purposes and enter onto Paris computerised system accurately and timely. • Scan on all appropriate documentation to update patient records. • Recording messages accurately in the daily diary for all team members • Typing of correspondence, reports etc, amending the format and grammar as necessary within the PARIS computerised system • Develop an understanding of the patient record system (PARIS) and have responsibility for maintaining data quality.
Detailed job description and main responsibilities
See attached detailed job description and person specification:
Staff benefits
- Pay Enhancements – 36% additional for Evenings (8pm onwards) and Saturdays and 70% 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
- Blue Light Card Discounts
Person specification
Education
Essential
- Good level of education Maths and English
- Recognised competency-based level 3 qualification in a relevant subject (e.g. NVQ, BTEC QCF, Apprenticeship), or equivalent demonstrable experience
Desirable
- Other relevant IT qualifications RSA 2
Knowledge
Essential
- Knowledge and understanding of the Data Protection Act
- Knowledge and understanding of the Client Confidentiality
Desirable
- Knowledge and understanding of the Mental Health issues and challenges
- Knowledge of Medical Terminology
Experience
Essential
- Have experience of working in an office environment that ensures confidentiality is maintained at all times
- Have experience in working in a busy office environment.
- Confident telephone manner
Desirable
- Have experience of working with members of the general public. Including patients/service users
- Using EPR systems
Other Requirements
Essential
- There may be a requirement to travel within the Manchester area in order to fulfil the role and an occasional requirement to travel across the wide footprint of the Trust to attend meetings and events relevant to the role.
Skills and Abilities
Essential
- Effective time management skills • The ability to prioritise and plan conflicting and complex work demands
- An excellent telephone Manner • Outstanding communication Skills
- The ability to navigate IT systems, inc Excel, Word and PowerPoint
- Ability to be numerate and provide statistical data accurately
Desirable
- Patient administration background
- Knowledge of the EPR system
- Minute taking
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Applying for this NHS job
This advert is for Community Administrator with Greater Manchester Mental Health NHS Foundation Trust in Manchester, North West, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £25,760 - £27,476 per annum pro rata. The contract type is Permanent: over 24 hours. The application deadline is 02 Jul 2026.
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