Office Administrator

PENNINE CARE NHS FOUNDATION TRUST; Stockport; On-site; GBP 24,000 - 30,000; Full time

Job summary

A healthcare provider in Stockport is seeking a qualified administrator to support the Autism/ADHD Diagnostic Team. The role involves direct contact with service users, providing administrative support, and ensuring efficient management of data and referral processes. The ideal candidate should possess strong administration skills and the ability to work both independently and within a team. This role comes with flexible working opportunities and generous annual leave.

Benefits

Generous annual leave

Flexible working opportunities

Professional development support

Health and wellbeing services

Qualifications

• Highly motivated and skilled in administration.
• Ability to work confidently alone and as part of a team.
• Good relationship-building skills with service users and colleagues.

Responsibilities

• Provide courteous responses to enquiries and take messages.
• Manage waiting lists and allocate patients to clinicians.
• Ensure accurate data recording in systems.

Skills

Administration skills

Communication skills

Organizational skills

Teamwork

Problem-solving

Tools

Microsoft Office Suite

Data entry software

Job description

Overview

An exciting opportunity has arisen for a qualified administrator to join our Autism/ADHD Diagnostic Team. The post holder will have direct contact with our service users and will be responsible for delivering a high standard of administrative support to both our service user group and our team of practitioners. If you are highly motivated, skilled in all aspects of administration and possess a can‑do attitude, this might be the role for you. The post holder will provide a wide variety of administrative support including a reception service and will be the first point of contact for service users, their families and other professionals. The post holder must possess qualities which include the ability to work confidently alone as well as working as part of a team, be able to form good relationships with both service users and colleagues and demonstrate fairness and transparency.

Responsibilities

• Provide an appropriate and courteous response to all enquiries, take clear messages as necessary and make telephone calls as directed.
• Obtain thorough and accurate information when taking telephone calls and uploading self/paper referrals, ensuring appropriate information is passed to relevant duty staff.
• Ensure priority referrals are processed within a timely manner adhering to service policy and procedures at all times.
• Take a key role in managing waiting lists and allocating patients to appropriate clinicians.
• Ensure accurate recording and updating of data systems, both manual and computerised, and respond to requests for reports from local and national systems.
• You must be confident in the use of a range of computer applications, including Excel, PowerPoint, Outlook and Microsoft Word.
• Organise interpreters on request ensuring accurate patient details are recorded including appointment times, dates and venue.
• Take minutes of meetings as directed by the office manager.
• Book meetings and organise rooms.
• Undertake filing duties including archiving and tracking files and ensure files and relevant documentation concerning patients are made available to therapists/clinicians on request.
• Ensure adequate supplies of stationery and provide a photocopying service.
• Process incoming and outgoing mail and distribute accordingly.
• Work with client group in a non-judgemental and confidential manner, maintaining high standards of care when dealing with patients over the phone and face to face.
• Participate in monthly team meetings and work effectively both in a team and on one's own initiative.
• Be able to work under demanding and sometimes stressful situations and adhere to all policies and procedures relating to this service.
• Prioritise own workload ensuring duties are carried out to a high standard and take responsibility for own health and safety and the safety of others, reporting potential risks to the relevant departments.
• Take responsibility for personal development, keeping up to date with organisational/service changes and mandatory training including safeguarding and governance training.
• Demonstrate a flexible and can‑do attitude towards work and strong team working abilities.

General duties

• Undertake any other reasonable duty appropriate to the band when requested by Senior Staff.
• Be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.
• Be aware of and work towards the Trust’s strategic goals.

Additional information

Hints and tips for completing your application can be found here. We offer virtual application support sessions each month to help you complete your application form. Sponsorship: We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Not all roles are eligible for sponsorship; review the list of eligible roles and requirements on the government website.

What happens after your application is received: You will be informed about progress following shortlisting via email. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview. Interview invites will be sent via email. If offered the position, the hiring manager will contact you to verbally offer the position and provide relevant paperwork. You will receive a formal conditional offer via email. Pre‑employment checks will be conducted in line with NHS Employment Check Standards, including identity verification, right to work, DBS/criminal record check (dependent on role), professional registration/qualification check, occupational health assessment, and employment history and reference validation. External applicants will need to provide their HMRC employment history for the most recent three years.

If you require sponsorship or reasonable adjustments to the recruitment process, please contact us at the earliest opportunity. We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received. We are committed to equality, diversity and inclusion and encourage applications from diverse communities. If you meet the essential criteria for the post under the disability confident scheme, you will be guaranteed an interview. All applicants are encouraged regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership. We offer benefits including generous annual leave, flexible working opportunities, continued professional development, involvement in improvement and research activities, health and wellbeing services, and staff discounts.

Equal Opportunity

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