Job summary
The Team Administrator will provide a comprehensive administration service, to the Living Well team and ensure an effective communication network with health and social care professionals, service users and their carers.
In addition, the post holder will provide effective data quality support for the team to ensure the input, collation and extraction of information that may be necessary to evidence achievement of performance indicators / targets.
To respect the individuality, values, culture and religious diversity of service users and colleagues and contribute to the provision of a service sensitive to these needs.
Main duties of the job
To provide an admin and secretarial role to the Living Well Team that will be based at Horwich Town Hall, covering all aspects of administration duties, including answering of calls, accurately recording of attendance, minute taking, processing referrals, and any other duties relevant to the role.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over7000members 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
To undertake typing/administrative duties for your multi-disciplinary team. Including minute taking as required, clinical letters, reports, discharge correspondence, production of residential contracts etc, and clinical data inputting into the electronic record system.
To be the first point of contact for telephone and written and face to face enquiries on behalf of your multi-disciplinary team using judgement to establish validity and priority of the contact; ensuring confidentiality at all times.
Liaise with professionals of all disciplines (i.e. GPs, Social Services, medical services etc).
As required by your multi-disciplinary team, accurately record all activity onto appropriate systems meeting all required Trust deadlines.
Track all service users from referral to discharge ensuring all appointments and correspondence are within local and national targets.
Ensure all discharge notification and summaries are generated and distributed within agreed timeframes.
Ensure service user demographic details are current and amend where necessary.
To attend and participate in regular administrative meetings and local DQ meetings as appropriate and communicate back to the admin team.
Receive and distribute mail on a daily basis as required using judgement and experience to ensure test results and key information is brought to the attention of the appropriate team member.
Plan and organise appointments in both the clinical diary system and outlook diary system where applicable.
Arrange visits and meetings as required using judgement and experience to act in emergency cases, were applicable.
Ability to prioritise workload, to facilitate and manage, including minuting, and dissemination of minutes for any meetings requested relevant to your
Deal with telephone enquiries, liaising with a broad spectrum of health and social care professionals, service users and carers, ensuring that the messages are correctly recorded and received by the relevant personnel observing the need for strict patient confidentiality at all times as outlined in Trust policy.
To ensure excellent communication and interpersonal skills in dealing with a broad range of disciplines at all times. To work cohesively with other team members and help to support and improve the effectiveness of the team. Be able to recognize and respond appropriately to the urgency of service users needs and inform the relevant professional staff.
To attend and participate in regular administrative meetings and local DQ meetings as appropriate and communicate back to the admin team.
Participate in the appraisal process with the required knowledge of the knowledge and skills framework (KSF).
Support apprentices/new staff ensuring effective office systems are maintained and support is offered where needed.
To use initiative and take responsibility for own area of work as well as working effectively as part of a team, ensuring any areas of concern are raised in a timely and appropriate manner.
Support service developments relevant to your area of work and assist in change programmes to enhance the service delivered in a positive manner.
Job description
Job responsibilities
To undertake typing/administrative duties for your multi-disciplinary team. Including minute taking as required, clinical letters, reports, discharge correspondence, production of residential contracts etc, and clinical data inputting into the electronic record system.
To be the first point of contact for telephone and written and face to face enquiries on behalf of your multi-disciplinary team using judgement to establish validity and priority of the contact; ensuring confidentiality at all times.
Liaise with professionals of all disciplines (i.e. GPs, Social Services, medical services etc).
As required by your multi-disciplinary team, accurately record all activity onto appropriate systems meeting all required Trust deadlines.
Track all service users from referral to discharge ensuring all appointments and correspondence are within local and national targets.
Ensure all discharge notification and summaries are generated and distributed within agreed timeframes.
Ensure service user demographic details are current and amend where necessary.
To attend and participate in regular administrative meetings and local DQ meetings as appropriate and communicate back to the admin team.
Receive and distribute mail on a daily basis as required using judgement and experience to ensure test results and key information is brought to the attention of the appropriate team member.
Plan and organise appointments in both the clinical diary system and outlook diary system where applicable.
Arrange visits and meetings as required using judgement and experience to act in emergency cases, were applicable.
Ability to prioritise workload, to facilitate and manage, including minuting, and dissemination of minutes for any meetings requested relevant to your
Deal with telephone enquiries, liaising with a broad spectrum of health and social care professionals, service users and carers, ensuring that the messages are correctly recorded and received by the relevant personnel observing the need for strict patient confidentiality at all times as outlined in Trust policy.
To ensure excellent communication and interpersonal skills in dealing with a broad range of disciplines at all times. To work cohesively with other team members and help to support and improve the effectiveness of the team. Be able to recognize and respond appropriately to the urgency of service users needs and inform the relevant professional staff.
To attend and participate in regular administrative meetings and local DQ meetings as appropriate and communicate back to the admin team.
Participate in the appraisal process with the required knowledge of the knowledge and skills framework (KSF).
Support apprentices/new staff ensuring effective office systems are maintained and support is offered where needed.
To use initiative and take responsibility for own area of work as well as working effectively as part of a team, ensuring any areas of concern are raised in a timely and appropriate manner.
Support service developments relevant to your area of work and assist in change programmes to enhance the service delivered in a positive manner.
Person Specification
Eduction/Qualifications
Essential
- Ability to use Microsoft packages to a high standard.
- Knowledge of word application essential.
- GCSE Maths and English or equivalent.
Desirable
- IT related qualification.
- RSA . NVQ qualification.
Experience
Essential
- oAbility to liaise with multidisciplinary team and differing levels of personnel.
- oNeeds to be able to decide importance of tasks and how to tackle them.
- oMust be able to work with colleagues, sharing workload, particularly in times of colleague absence.
- oWorking within a confidential environment.
Desirable
- oUse of office equipment
- oContact with service users.
- oA patient administrative background.
- oKnowledge of Performance and Data Quality.
- oExperience of using Trust/Social Care systems Paris and Liquid Logic.
Knowledge
Essential
- oMust be able to demonstrate clear understanding of confidentiality relating to the workplace.
- oClear understanding of The Data Protection Act.
- oTraining and developing according to the needs of service and self.
- oUse of office equipment.
- oAdherence to policies etc set out by the trust and service.
- oAble to demonstrate a clear understanding and willingness to develop in line with Trust policy.
Desirable
- oUse of EPR systems.
- oAdaptable to new systems/ processes.
Skills and Ability
Essential
- oEffective time management skills
- oThe ability to prioritise and plan conflicting and complex work demands
- oThe ability to navigate IT systems, including Excel, Word and Powerpoint
- oOutstanding communication Skills
- oAbility to be numerate and provide statistical data accurately.
Desirable
- oPatient administration background
- oKnowledge of the EPR system
- oMinute taking
- oAudio Typing
- oKnowledge of working within the NHS
Person Specification
Eduction/Qualifications
Essential
- Ability to use Microsoft packages to a high standard.
- Knowledge of word application essential.
- GCSE Maths and English or equivalent.
Desirable
- IT related qualification.
- RSA . NVQ qualification.
Experience
Essential
- oAbility to liaise with multidisciplinary team and differing levels of personnel.
- oNeeds to be able to decide importance of tasks and how to tackle them.
- oMust be able to work with colleagues, sharing workload, particularly in times of colleague absence.
- oWorking within a confidential environment.
Desirable
- oUse of office equipment
- oContact with service users.
- oA patient administrative background.
- oKnowledge of Performance and Data Quality.
- oExperience of using Trust/Social Care systems Paris and Liquid Logic.
Knowledge
Essential
- oMust be able to demonstrate clear understanding of confidentiality relating to the workplace.
- oClear understanding of The Data Protection Act.
- oTraining and developing according to the needs of service and self.
- oUse of office equipment.
- oAdherence to policies etc set out by the trust and service.
- oAble to demonstrate a clear understanding and willingness to develop in line with Trust policy.
Desirable
- oUse of EPR systems.
- oAdaptable to new systems/ processes.
Skills and Ability
Essential
- oEffective time management skills
- oThe ability to prioritise and plan conflicting and complex work demands
- oThe ability to navigate IT systems, including Excel, Word and Powerpoint
- oOutstanding communication Skills
- oAbility to be numerate and provide statistical data accurately.
Desirable
- oPatient administration background
- oKnowledge of the EPR system
- oMinute taking
- oAudio Typing
- oKnowledge of working within the NHS
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).
Employer details
Employer name
Greater Manchester Mental Health NHSFT
Address
Horwich Town Hall, but may be required to cover Farnworth Town Hall Office as and when required
Lee Lane
Horwich
BL6 7AQ
Employer's website
https://www.gmmh.nhs.uk/ (Opens in a new tab)
