Team Administrator

Greater Manchester Mental Health; Bolton; On-site; GBP 26,000 - 27,000; Full time

Job summary

Greater Manchester Mental Health Foundation Trust is recruiting an administrative assistant for the Bolton Directorate. The role provides a comprehensive admin service to the team, with duties such as typing clinic letters, managing calls, and maintaining patient records using EPR systems.

It requires confidentiality and the ability to work within a multidisciplinary team. The post offers a full-time contract (37.5 hours/week) with a salary of £25,760–£27,476 per annum pro rata, and includes

Qualifications

• GCSE Maths and English are essential.
• Experience using EPR systems is required.
• Able to prioritise and plan conflicting/complex work.
• Excellent telephone manner and communication skills are essential.
• Minute taking and accurate data handling are required.
• Maintain confidentiality at all times.

Responsibilities

• Undertake audio/clerical duties, including clinical letters and reports.
• Act as first point of contact for enquiries; assess priority of requests.
• Record activity onto relevant systems and meet deadlines.
• Ensure discharge notifications and summaries are sent to GPs on time.
• Provide cover across Bolton sites as needed; work within team.

Skills

Prioritisation

Telephone manner

Numeracy

Confidentiality

Minute taking

Problem solving

Education

GCSE Maths & English

Tools

EPR systems

Microsoft Word

Job description

Main area Community Administration Grade NHS AfC: Band 3 Contract 12 months (12 months fixed term) Hours Full time - 37.5 hours per week (Monday - Friday 9am to 5pm) Job ref 437-7996175-A

Site Breightmet Health Centre Town Bolton Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 30/09/2026 23:59

Job overview

To support the Bolton Directorate in providing a comprehensive administrative service to the relevant administration teams.

The post holder will work within the team where extra admin support is needed, and will report to the relevant Administration Manager.

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

You will undertake general administrative office duties including the typing of medical and other correspondence, actioning any requirements identified within the typing. They will answer and manage calls from service uses and their carers / relatives and other health and social care professionals. Typing clinic letters and reports, prepare agenda’s, minuting meetings and CPA documentation within the CMHT’s. This will also include Reception cover.

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.
• As required by your team, record activity onto appropriate systems meeting all required deadlines.
• Ensure all discharge notification and summaries are generated and sent to the GP within agreed timeframes.
• Ability to prioritise workload.
• 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.
• Maintain the highest standard of confidentiality with regards to information concerning service users/staff at all times.
• Maintain and update service user records and filing systems, involving the use of the Trust's electronic patient record (EPR) systems.
• Provide cover across Bolton sites for colleagues during times of sickness and annual leave, ensuring service provision is maintained.
• To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.

Working for our organisation

Greater Manchester Mental Health (GMMH) Foundation Trust employs over 7,000 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

Please see attached job description and person specification

• Pay Enhancements – 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
• Ability to use Microsoft packages to a high standard.
• Knowledge of word application essential
• GCSE in Maths and English
• Ability to liaise with multidisciplinary team and differing levels of personnel.
• Needs to be able to decide importance of tasks and how to tackle them.
• Must be able to work with colleagues, sharing workload, particularly in times of colleague absence.
• Working within a confidential environment

Knowledge

• Clear understanding of The Data Protection Act.
• Training and developing according to the needs of service and self.
• Adherence to policies etc set out by the trust and service.
• Use of EPR systems.
• Adaptable to new systems/ processes.

Skills

• The ability to prioritise and plan conflicting and complex work demands
• An excellent telephone Manner and excellent communication skills
• Ability to be numerate and provide statistical data accurately.
• A caring and sensitive attitude when communicating with staff and patients
• Minute taking
• Problem solving

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.

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

This post will require a submission for Disclosure to be made to check for any unspent 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.