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Job overview
The Senior Administrator is responsible for leading and coordinating the administrative function within the Greater Manchester University mental health service, ensuring efficient and effective support for clinical teams and service delivery. The role involves line management of administrative staff, overseeing daily operations, and maintaining high standards of data quality, patient administration, and performance.
Working closely with the Administration Manager and service leads, the post holder develops, implements, and monitors administrative systems to improve efficiency, meet performance targets, and enhance service user experience. They act as a key point of contact for enquiries, manage appointment systems, and ensure accurate and timely processing of referrals, records, and communications.
The role also includes responsibility for staff supervision, training, and performance management, as well as supporting service improvements, compliance with policies, and collaboration across multidisciplinary teams.
Main duties of the job
Team Leadership & Management
- Line manage administrative staff, including recruitment, supervision, appraisal, and performance management.
- Support staff training, development, and compliance with Trust policies
Administrative Service Delivery
- Oversee the provision of an efficient, high-quality admin service to meet service user and clinical needs.
- Act as a key point of contact for enquiries, managing calls, correspondence, and reception services.
Patient Administration
- Manage referrals, appointment bookings, and patient pathways from referral to discharge
- Ensure accurate and timely updates to Electronic Patient Records (EPR) and other systems.
Performance & Data Quality
- Monitor and validate data quality and performance targets (e.g. CPA).
- Produce and analyse data reports to support service improvement and compliance.
Planning & Organisation
- Coordinate appointment systems, clinics, meetings, and administrative processes.
- Develop and improve systems and processes to enhance efficiency and meet targets.
Communication & Partnership Working
- Liaise with multidisciplinary teams, GPs, external agencies, and service users.
- Maintain effective communication, ensuring confidentiality and professionalism at all times.
Governance & Compliance
- Ensure adherence to Trust policies, data protection, confidentiality, and health & safety standards.
- Support audits, data collection, and service development initiatives.
Detailed job description and main responsibilities
Please see attached job description and person specification
Staff benefits
- Pay Enhancements
- 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
- fuelGenie Fuel Cards (for applicable roles)
Person specification
Knowledge
Essential
- An understanding of the Data Protection Act (GDPR) principles.
- An understanding of patient confidentiality.
- Safeguarding
- Working knowledge of Microsoft Office especially Excel, Word, and Outlook.
Desirable
- Knowledge of trust policies and procedures relating to management and HR
- Have an understanding of local and national Talking Therapies targets.
Experience
Essential
- Experience of working in a confidential environment
- Previous experience working in a customer care environment.
- Experience of working in a changing environment
- Experience of training staff.
Desirable
- Line management experience
- Experience of waiting list management
- Understanding waiting list targets
- Experience implementing change
- Experience of using ordering systems, including finance
- Experience of using Health Roster
- Experience of data analysis
Skills and abilities
Essential
- Outstanding communication skills.
- Effective time management.
- Ability to prioritise tasks.
- An excellent telephone manner.
- Advanced keyboard skills.
- Proven organisational skills and the ability to work to deadlines
- Proven problem-solving skills.
- Excellent negotiation skills in dealing with difficult situations.
- Excellent judgemental and analytical skills.
Desirable
- • Knowledge of PCMIS and Paris clinical information systems.
Education/qualifications
Essential
- Relevant level 3 competency based qualification (such as NVQ) or equal demonstrable experience
- Educated to GCSE level in English and Maths.
Desirable
- Working knowledge and training of all Trust and IT systems.
- IT related qualification
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Applying for this NHS job
This advert is for Senior Administrator with Greater Manchester Mental Health NHS Foundation Trust in Manchester, North West, England. It is listed as a Band 4 Administrative and IT role. The advertised salary is £28,392 - £31,157 per annum pro rata. The contract type is Permanent. The application deadline is 15 Jul 2026.
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