CEF Administrator

Greater Manchester Menthal Health NHS Foundation Trust; Prestwich; On-site; GBP 21,000 - 26,000; Full time

Job summary

Greater Manchester Mental Health NHS Foundation Trust seeks an Administration Assistant to provide comprehensive admin support within the Capital, Estates & Facilities team. You will handle high volumes of enquiries, manage data accurately, and assist with procurement, records, and compliance across clinical and non-clinical services.

You will develop strong working relationships with internal teams and external partners, supporting training, onboarding, and supervision where needed, while

Qualifications

• Typing/word processing qualification RSA 3 or equivalent or demonstrable experience.
• Recognised competency-based Level 3 qualification in a relevant subject (e.g. NVQ, B-TEC QCF, Apprenticeship).
• Highly developed office management skills.

Responsibilities

• Receive, process and respond to a high volume of enquiries via multiple channels (phone, email, face-to-face, digital systems).
• Maintain accurate records and manage procurement processes including raising requisitions and managing purchase orders.
• Liaise with Accounts Payable to resolve invoice queries and monitor supplier quotations.
• Support service improvement by reviewing administrative processes and implementing new systems.
• Coordinate team activity, arrange cover for absences, and support supervision and onboarding.
• Ensure adherence to Trust policies including information governance, equality and diversity, safeguarding and health and safety.

Skills

Typing & word processing

Office management

Initiative & prioritisation

Teamwork

Data accuracy & reporting

Professional development

Education

RSA 3 typing qualification

Level 3 qualification in a relevant subject (NVQ/BTEC/QCF/Apprenticeship)

Tools

Microsoft Word

Excel

PowerPoint

Access

Job description

Detailed job description and main responsibilities

The Administration Assistant will provide a comprehensive and flexible administrative service within the Capital, Estates & Facilities (CEF) department, supporting both clinical and non-clinical services to ensure the effective delivery of day-to-day operations. The post holder will play a key role in delivering a high-quality, customer-focused service, contributing to service improvement and operational efficiency.

Key responsibilities include receiving, processing, and responding to a high volume of enquiries via multiple channels including telephone, email, face-to-face, and digital systems. The post holder will be responsible for ensuring accurate data handling, directing requests appropriately, and providing clear advice and guidance to staff, service users, and external stakeholders.

The role requires the development and maintenance of strong working relationships with internal teams including Ward/Departmental staff, Operational Managers, Facilities teams, and senior management, as well as external organisations, suppliers, contractors, patients, carers, and members of the public. The post holder will communicate effectively with a wide range of stakeholders, often in sensitive or complex situations, ensuring a professional, responsive, and compassionate approach at all times.

The Administration Assistant will support procurement and financial processes, including raising requisitions, managing purchase orders through NHS Supply Chain systems, obtaining supplier quotations, receipting goods, and resolving invoice queries in liaison with Accounts Payable. The role also includes maintaining accurate records, monitoring compliance with contracts, and ensuring processes align with procurement frameworks.

The post holder will contribute to service improvement by reviewing existing administrative processes, identifying inefficiencies, and supporting the development and implementation of new systems and ways of working. They will use initiative and judgment to resolve issues, escalates concerns where appropriate, and ensure service standards are consistently met.

Additional responsibilities include supporting team coordination, arranging cover for absences, participating in supervision, and deputising for line management as required. The role also involves supporting training delivery, onboarding processes, and maintaining compliance with mandatory training requirements.

The post holder will be expected to manage their own workload effectively, prioritising tasks in line with service needs, and maintaining high standards of accuracy, confidentiality, and record keeping. They will ensure adherence to Trust policies, including those relating to equality and diversity, safeguarding, information governance, health and safety, and sustainability.

Overall, the role requires flexibility, strong organisational and communication skills, and the ability to work both independently and as part of a team to support the delivery of an efficient, responsive, and high-quality administrative service.

Person specification

Education/Qualifications

Essential criteria

• Typing / word processing qualification RSA 3 or equivalent or demonstrable experience
• Recognised competency-based level 3 qualification in a relevant subject (e.g. NVQ, B-TEC QCF, Apprenticeship), or equivalent demonstrable experience.
• Highly developed office management skills

Desirable criteria

• NVQ Level 2 in Business Administration or equivalent
• Experience of taking minutes

Knowledge and Experience

Essential criteria

• Extensive experience of general office secretarial work
• Experience of diary management
• Experience of summarising and note taking to capture the main points of a discussion/informal meeting
• Experience of working as part of a team to achieve a shared vision/goal
• Experience of maintaining quality standards in one's work

Desirable criteria

• Experience of working in the NHS particularly in a Mental Health setting
• Experience of audio typing

Skills and Ability

Essential criteria

• Ability to use word processing and Microsoft Office Software Package e.g. Microsoft Excel, PowerPoint, and Access.
• Ability to use one's own initiative and prioritise workload
• Able to work well within a team
• Commitment to one's own professional development
• Good understanding of the need for accurate data and reporting.

Important Information about working for GMMH

All positions within the Trust are subject to satisfactory pre-employment checks, for further information on the checks required please visit the NHS Employers website www.nhsemployers.org

The Trust mandates all post holders who require a DBS for their role to subscribe to the DBS Update Service. You will be required to enrol for this service for a fee of £16 per year and maintain registration throughout your employment with GMMH.

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.

Use of Artificial Intelligence (AI) when writing job applications

A candidate may utilise the help of AI when writing job application. The assessment of an application is made on its entirety and most times AI-generated content does not fully grasp the context and requirements of the job one applies for thus producing inaccurate and misleading information, especially in the supporting statement section of an application that can lack real life examples of one's achievements, success and challenges.

We have added a disclaimer to our application process advising that the use of AI is monitored. GMMH reserves the right to follow up with a candidate at the interview on specific responses and those examples used in the supporting statement to explore it further.

Sponsorship

We are proud to be an approved sponsor for the Skilled Worker visa. Applications from individuals who require sponsorship will be considered alongside all other applications. Please be aware that not all roles are eligible for sponsorship. You can review the list of eligible roles and salary requirements on the UK Government's website.