Community Mental Health Team Administrator

Pennine Care NHS Foundation Trust; Oldham; Hybrid; GBP 26,000 - 27,000; Part time

Job summary

Pennine Care NHS Foundation Trust is seeking a motivated Team Administrator for the Older People’s Intensive Home Treatment Service in Oldham. The role supports a Community Mental Health Team with reception, data entry, and co-ordination tasks.

It requires excellent communication, organisational skills and the ability to prioritise conflicting demands. You will manage referrals, maintain records, prepare reports, and assist with meeting coordination within a multi-disciplinary team.

Qualifications

• Excellent communication skills across all levels.
• Strong organisational and multi-tasking abilities.
• Experience with data entry and administration systems.

Responsibilities

• Handle telephone and message queries from patients and carers.
• Maintain administrative systems and input data into electronic records.
• Support a busy community mental health team with clerical duties and meetings.

Skills

Communication

Organisational skills

Data entry

MS Office

Education

English / Maths GCSE

NVQ 3 or equivalent

Tools

Microsoft Office

Job description

Community Mental Health Team Administrator

NHS AfC: Band 3

Main area Team administrator Band 3 Grade NHS AfC: Band 3 Contract Secondment: 12 months Hours Part time - 25 hours per week (Monday-Friday working times to be agreed) Job ref 311-O750-26-C

Site Forest House, Royal Oldham Hospital Town Oldham Salary £25,760 - £27,476 per annum, pro rata Salary period Yearly Closing 02/10/2026 23:59

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our#PennineCarePeople

Unfortunately this role does not attract sponsorship under current government legislation, therefore if you require a certificate of sponsorship to support a visa application, we will be unable to proceed with your application.

Post Title

Team Administrator

Service/Ward/Department

Older Peoples Intensive Home Treatment Service

Borough

Band & salary scale

Band 3

Hours of work

25 hours per week

Monday - Friday

12 month secondment

Job overview:

An exciting opportunity has arisen for a motivated, enthusiastic and experienced Team Administrator to join our Community Mental Health Team for Older people

Using a high degree of initiative to resolve queries, acting independently where appropriate but mainly working alongside other colleagues and together as a team, you will provide a responsive and quality administration service.

This role requires a highly organised Team Administrator with the ability to prioritise their workload with conflicting demands and have the confidence to demonstrate excellent communication effectively at all levels.

This is a varied role and you will be ensuring good communication between staff and family members and patients, dealing with telephone queries which may occasionally be from very anxious callers. You will be information creating information and letters and you will be supporting a busy MDT team.

Main duties of the job

Main Duties & Responsibilities

To manage telephone queries from patients, carers and other agancies regarding queries, appointments and other service queries . Give advice where appropriate, take messages and redirect clinical calls as required from patients, relatives and professionals.

Prioritise own workload on a daily basis to meet various timescales and service needs.

To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.

Establish and maintain administrative systems.

Recording of data on Paris including uploading documents and producing reports as requested. Add case note entries as required , entering the outcomes of meetings and uploading correspondence. Ensuring Paris records are up-to-date and patients are discharged from the system in a timely way.

To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.

Arrange meetings on behalf of the the manager and team as requested.

To work with and support the team manager and the team in their day-to-day activities.

To maintain the existing stock control system and ensure supplies are ordered and checked on a regular basis.

Working for our organisation

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our#PennineCarePeopleand do everything we can to make sure we’re a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

The Community Mental Health Team Service comprises of a team manager, nurses, occupational therapist, psychologist and administration staff. This is a very friendly and hard working team who strive to support each other and welcome new members to the team. The role will be demanding due to increase service demand, but you will be well supported within a well established and friendly team.

Detailed job description and main responsibilities

Post: Intensive Home Treatment Servcie Team Administrator

Band: 3

Responsible to: Intensive Home Treatment Team Manager

Main Contacts: Internal or external contacts

Job Summary

To provide efficient and effective administration support to the IHTS team To undertake the administration of all referrals received into the IHTS team

Reports to the IHTS team Manager who will provide ongoing support and guidance.

Main Duties & Responsibilities

To deal with difficult telephone queries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner. To take messages and redirect calls as appropriate on a daily basis from patients, relatives and professionals.

To communicate with staff in maintaining timely procedures for data entry and answer queries relating to the information held on the Trust’s electronic systems including managing referrals and inputting activity data on Paris.

Prioritise own workload on a daily basis to meet various timescales involved.

To carry out general clerical duties including information gathering, dealing with internal and external post, electronic mail, filing, scanning and photocopying documents.

Establish and maintain administrative systems, eg, filing and monitoring systems to support the Team and Service and to continuously review administrative processes and contribute to the development of the the Service alongside other team members and senior managers.

Recording of data on Paris including uploading documents and producing reports as requested. Add case note entries as required as well as booking appointments (including cancelling and rebooking as necessary), entering the outcomes and uploading correspondence. Ensuring Paris records are up-to-date and patients are discharged from the system in a timely way. Liaison with clinicians, patients and their relatives to organise appointments and visits.

To assist with the co-ordination of the lone worker response and feed back any issues to the appropriate team manager as required.

Provide accurate and efficient administrative support including managing appropriate correspondence (eg, clinical discharge letters) on behalf of the IHTS team.

Plan, arrange and take minutes of the team meetings on a regular basis. Arrange meetings on behalf of the IHTS team as requested.

To work with and support the team manager and wider MDT in their day-to-day activities.

To maintain the existing stock control system and ensure supplies are ordered and checked on a regular basis.

To work flexibly to cover administrative roles in the absence of colleagues and where requested to do so by a senior manager.

Person specification

education/qualifications

• English / Math GCSE grade C or higher or equivalent
• NVQ 3 or equivalent experience

Experience

• Working experience of Microsoft software.
• Experience of using electronic systems
• Previous clerical experience
• Ability to accurately input data
• note taking/making notes experience

Knowledge

• Office procedures and systems.
• Understanding of the importance of maintaining confidentiality

Skills and Abilities

• Ability to communicate effectively with all levels of Trust staff and external agencies
• Ability to prioritise workload effectively
• Good organisational skills
• Good written and verbal communication and interpersonal skills
• Ability to work as a team member and individually
• Conscientious and able to prioritise work to meet deadlines.
• Working with databases and generating reports

All applicants external to Pennine Care NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

We are committed to equality, diversity, and inclusion (EDI), and we strive to ensure our workforce reflects the communities we serve. We actively encourage applications from individuals of diverse backgrounds to help us grow, innovate, and improve.

If you wish to be considered under the Disability Confident Scheme, you will be guaranteed an interview if you meet the essential criteria for the role.

If you need reasonable adjustments during the recruitment process, please contact us on 0161 716 3181 as early as possible so we can support you.

We do not accept unsolicited contact from recruitment agencies. Hiring managers should not be contacted directly.

We may close this vacancy early if we receive a high volume of applications. If you have a disability or long-term health condition and need extra time or adjustments to complete your application, please contact us as soon as possible. We will ensure you are not disadvantaged where a reasonable adjustment is appropriate.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.