Job summary
The post holder will be required to provide a confidential secretarial and administrative service to the Living Well Team.
The post holder is also responsible for managing referrals that come into the team, sending out appointment letters and mailshots, dealing with all telephone calls that come into the service and ensuring they get passed on in a timely manner.
The post holder will also be responsible for the requisitioning of stationery, maintenance of meeting rooms and non-stock requisitioning.
The Team Administrator will have an overview of the patient pathway with responsibility for ensuring referrals, reviews and appointments are processed and conducted within the required timeframes.
The post holder is responsible for the provision of a booking appointment service Outpatients using the electronic patient record system. This will involve formal liaison with Service users and clinicians to ensure that patients are seen within appropriate timeframes.
The post holder will ensure an efficient administrative service for the team including minute taking, and other general administrative duties.
Please note
An assessment centre will be held on the 30th May for shortlisted applicants.
Main duties of the job
To directly negotiate appointment slots with clinicians in order thatservice users can take place within stated target times and standards according to the NHS Plan.
Typing of all clinical correspondence.
Coordinating and directing service user contact via telephone call,email, or letter.
Greeting service users, carers and other visitors when required.Ensure an effective and efficient booking service is provided withservice user negotiation in accordance with the targets stated in theNHS Plan.
Direct making of appointments according to booking and waitingtime policies.
The taking and typing of minutes for all team meetings and ad hocmeetings on request.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over6,400members of staff, who deliver services from more than160locations.
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.
Job description
Job responsibilities
See attached detailed job description and person specification.
Staff Benefits
- 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
Job description
Job responsibilities
See attached detailed job description and person specification.
Staff Benefits
- 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
Qualifications
Essential
- Educated to NVQ Level 2 (including Maths and English) or relevant experience Recognised competency based level 2) qualification in a relevant subject (e.g. RSA, NVQ, B-TEC QCF, Apprenticeship), or equivalent demonstrable experience
Desirable
- ECDL or equivalent IT qualification or experience
experince
Essential
- Experience of dealing with a range of people over the phone and face to face Experience of carrying out administrative duties to complete a piece of work in a methodical, efficient and timely manner to meet a set deadlines Experience of summarising and note taking in order to capture the main points of a discussion/informal/formal meetings Experience of working as part of a team in order to achieve a shared vision/goal Experience of maintaining quality standards in ones work
Desirable
- Experience of working in the NHS particularly in a Mental Health setting Experience of using an EPR system Experience of audio typing
Knowledge
Essential
- Knowledge of equal opportunities legislation An awareness of policies & procedures in relation to confidentiality, information sharing, and child protection
Skills and abilities
Essential
- Ability to use word processing and Microsoft Office Software Package e.g. Microsoft Excel, PowerPoint, and Access. Ability to use ones own initiative, work autonomously and prioritise workload Good organisational skills in order to maintain efficiency Motivated to work towards creating a safe, open & trusting environment Commitment to one's own professional development Effective and coherent oral and written communication skills
Desirable
- Able to take meeting minutes
Person Specification
Qualifications
Essential
- Educated to NVQ Level 2 (including Maths and English) or relevant experience Recognised competency based level 2) qualification in a relevant subject (e.g. RSA, NVQ, B-TEC QCF, Apprenticeship), or equivalent demonstrable experience
Desirable
- ECDL or equivalent IT qualification or experience
experince
Essential
- Experience of dealing with a range of people over the phone and face to face Experience of carrying out administrative duties to complete a piece of work in a methodical, efficient and timely manner to meet a set deadlines Experience of summarising and note taking in order to capture the main points of a discussion/informal/formal meetings Experience of working as part of a team in order to achieve a shared vision/goal Experience of maintaining quality standards in ones work
Desirable
- Experience of working in the NHS particularly in a Mental Health setting Experience of using an EPR system Experience of audio typing
Knowledge
Essential
- Knowledge of equal opportunities legislation An awareness of policies & procedures in relation to confidentiality, information sharing, and child protection
Skills and abilities
Essential
- Ability to use word processing and Microsoft Office Software Package e.g. Microsoft Excel, PowerPoint, and Access. Ability to use ones own initiative, work autonomously and prioritise workload Good organisational skills in order to maintain efficiency Motivated to work towards creating a safe, open & trusting environment Commitment to one's own professional development Effective and coherent oral and written communication skills
Desirable
- Able to take meeting minutes
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
