Peripatetic Team Administrator

Greater Manchester Mental Health; Bolton; On-site; GBP 19,000 - 23,000; Full time

Job summary

Greater Manchester Mental Health Foundation Trust is seeking an administrative support officer to back Bolton Urgent Care Teams. You will handle clerical duties, typing medical and other correspondence, manage calls, and provide reception cover when needed, while maintaining patient confidentiality.

The role requires minute taking, liaison with GPs, social services and other agencies, and accurate data entry on relevant systems.

Qualifications

• 2 years' office experience or equivalent.
• GCSE Maths and English or equivalent.
• ECDL qualification.

Responsibilities

• General administrative office duties including typing medical and other correspondence.
• Answer and manage calls from service users and carers, maintaining confidentiality.
• Typing of clinic letters, agenda preparation, and minute taking; reception cover as required.
• Liaise with GP's, social services and other health and social care professionals.
• Ensure discharge notifications and summaries are sent to the GP within agreed timeframes.

Education

2 years previous office experience

GCSE Maths and English or equivalent

ECDL Qualification

Tools

Microsoft Office

EPR systems

Job description

To support the Bolton Urgent Care Teams in providing a comprehensive administrative service to the relevant administration teams.

The post holder will work within the Urgent Care Teams where extra admin support is required and will report to the relevant Administration Manager.

These duties may include (dependant on where the cover is required):

The post holder will undertake general administrative office duties including the typing of medical and other correspondence, actioning any requirements identified within the document. They will answer and manage calls from service uses and their carers / relatives and other health and social care professionals in a professional and courteous manner. Typing of clinic letters and reports, prepare agenda’s, minuting meetings along with any other administrative duties that are required which may include reception cover.

Please note - This role is not eligible for sponsorship unless you meet criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024.

Main duties of the job

Undertake audio/clerical duties for the wider team, including minute taking as required, clinical letters, reports, discharge correspondence and clinical activity data inputting. To be the first point of contact for written and telephone enquiries on behalf of your team, using judgement to establish validity and priority of the contact. Deal with any admission/clinic enquiries using judgement and always observing patient confidentiality. Liaise with GP’s regarding clinic and domiciliary visits. Liaise with outside agencies, including Social Services, Coroner’s Office, other hospitals, general and geriatric, medical services, service users and their relative’s using knowledge and judgement of any given situation. Liaise on behalf of your team with multi-disciplinary team members regarding requirements for joint outpatient’s work/care programming activity. As required by your team, record activity onto appropriate systems accurately meeting all required deadlines. Track all service users from referral to discharge ensuring all appointment and correspondence are within local and national targets. Ensure all discharge notification and summaries are generated and sent to the GP within agreed timeframes.

Working for our organisation

Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7000 members of staff, who deliver services from more than 122 locations.

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.

Detailed job description and main responsibilities

To support the Bolton Urgent Care Teams in providing a comprehensive administrative service to the relevant administration teams.

The post holder will work within the Urgent Care Teams where extra admin support is required and will report to the relevant Administration Manager.

These duties may include (dependant on where the cover is required):

The post holder will undertake general administrative office duties including the typing of medical and other correspondence, actioning any requirements identified within the document. They will answer and manage calls from service uses and their carers / relatives and other health and social care professionals in a professional and courteous manner. Typing of clinic letters and reports, prepare agenda’s, minuting meetings along with any other administrative duties that are required which may include reception cover.

Person specification

Education / Qualifications

• 2 years previous office experience or equal demonstrative experience
• GCSE Maths and English or equivalent
• ECDL Qualification

Experience

• Use of all Microsoft Packages
• Working in a confidential environment
• Use of office equipment
• Knowledge of Medical terminology
• Contact with patients / service users

Knowledge

• The data protection act / patient confidentiality
• Use of office equipment
• The importance of working as part of a team as well as using own initiative
• Use of EPR systems
• Adaptable to new systems / processes

Skills and Abilities

• Effective time management skills / ability to prioritise and plan conflicting and complex work demands
• Minute taking
• Excellent telephone manner with outstanding communication skills
• Advanced keyboard skills, ability to navigate IT systems, incl Excel, Word etc

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.

Applicants are encouraged to apply for posts at Greater Manchester Mental Health who have direct experience of mental health, learning disability or drug and alcohol services either as a service user or a carer.

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 – click here .

If you are offered a role with us and you require sponsorship, we will check your eligibility in line with the information on the above website. Your offer of employment could be withdrawn if the role is not eligible for sponsorship, and you are not otherwise able to evidence your right to work in the UK.

The Home Office introduces new changes from 22/07/2025 that impact the health and care sector, you may wish to familiarise with it here .

Do you have experience outside the NHS?

We want to attract and retain people with diverse skills and experience, to deliver inclusive healthcare services to our communities.

We will consider relevant experience outside the NHS to calculate your salary on appointment. Please contact our Recruitment Team for more information.

Please note, this vacancy may be closed at any time if sufficient applications have been received

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.

As a service user, relative or carer using our services, sometimes you may need to turn to someone for help, advice, and support.