Team Administrator

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

Job summary

Greater Manchester Mental Health Foundation Trust is seeking a capable Administrator (Band 3) to join the Referral and Triage Practitioners team at Riverside Centre, Prestwich. The role covers coordinating patient referrals, handling enquiries, and ensuring timely processing within information systems.

The post requires a Level 3 qualification and at least two years of office experience, with excellent communication and IT skills.

Qualifications

• Relevant level 3 competency-based qualification such as RSA or NVQ.
• 2 years previous office experience or equivalent.
• Experience with EPR systems and PARIS systems is desirable.

Responsibilities

• Coordinate and direct contact for referrals to AFS on behalf of Referral and Triage Practitioners, prioritising validity.
• Handle patient enquiries with confidentiality and provide information on the referral process.
• Process referrals and update clinical information systems in line with Trust guidelines.
• Monitor shared email inboxes and respond in a timely manner.
• Liaise with external agencies, hospitals and professionals to ensure clear information flow.
• Record activity on appropriate systems and meet deadlines.
• Track service users from referral to discharge within local and national targets.
• Maintain up-to-date patient records including referral information.
• Input high-quality data into the EPR to support quality improvement.

Skills

Time management

Prioritisation

Telephone manner

Communication skills

Keyboard skills

IT systems navigation

Education

Relevant level 3 competency-based qualification (RSA or NVQ)

2 years previous office experience

Tools

EPR systems

PARIS systems

VDU usage

Job description

Main area Admin Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Happy to discuss flexible working) Job ref 437-8255711

Site Riverside Centre Town Prestwich Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 28/09/2026 23:59

Job overview

The post holder will provide an administrative function to the Referral and Triage Practitioners within the Specialist Community Forensic Team. The Team Administrator will co-ordinate the patient referral pathway with responsibility for ensuring referrals are processed, assessments are arranged and the process is conducted within the required timeframes.

Main duties of the job

The post holder will undertake general office duties including minuting team meetings, typing of letters and correspondence and managing mailboxes. They will answer and manage calls from patients and their carers / relatives and other health and social care professionals.

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

• Co-ordinate and direct contact for written and telephone enquiries for referrals to AFS on behalf of Referral and Triage Practitioners, using judgement to establish validity and priority of the contact.
• Deal with any patient enquiries, providing information about the referral process, using judgement and always observing patient confidentiality.
• Process all referrals received, ensuring updates to clinical information systems align with Trust and service guidelines.
• Monitor shared administration email inboxes and action as appropriate and in a timely manner.
• Liaise with outside agencies, other hospitals, medical services, clients and their relatives using their knowledge and judgement of any given situation ensuring clear information flow.
• As directed, record activity onto the appropriate medium, meeting all required deadlines.
• Track all service users from referral to discharge ensuring all appointment and correspondence are within local and national targets.
• Maintain accurate and up-to-date patient records, including referral information.
• To input good quality data in the EPR to support with driving quality improvement and performance.

Education / Qualifications

• Relevant level 3 competency-based qualification (such as RSA or NVQ)
• 2 years previous office experience or equivalent experience

Experience

• Use of VDU
• Working in a confidential environment
• Secretarial or administrative experience
• Experience of improving data Quality
• Meeting minute taking experience.
• Use of office equipment
• Medical terminology
• Contact with patients / service users.

Knowledge

• Use of EPR systems
• Use of office equipment

Skills and Abilities

• Effective time management skills
• The ability to prioritise and plan conflicting, and complex work demands
• An excellent telephone Manner
• Outstanding communication Skills
• Advanced keyboard Skills
• The ability to navigate IT systems, inc Word, Excel and Outlook
• A caring and sensitive attitude when communicating with staff and patients
• Ability to be numerate and provide statistical data accurately.
• Patient administration background
• Knowledge of PARIS systems
• Advanced keyboard skills

Other Requirements

• Use of VDUs for a long period of time
• There is an occasional requirement to travel across the wide footprint of the Trust to attend meetings and events relevant to the role.

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.

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 – .

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