Team Administrator

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

Job summary

Greater Manchester Mental Health is recruiting for an Admin Band 3 at Salford Neighbourhood Mental Health Team. The role is full-time, 37.5 hours, offering a confidential admin service within the NHS framework.

Responsibilities include managing referrals, booking appointments, minute taking and general admin duties, with a focus on timely processing and liaison with clinicians and service users.

Qualifications

• NVQ2 or equivalent qualification in relevant subject or demonstrated experience.
• Competency-based Level 2 qualification in a relevant subject (e.g. RSA, NVQ, B-TEC QCF, Apprenticeship).
• IT qualification such as ECDL or equivalent is required.

Responsibilities

• Provide confidential secretarial and administrative support to the Salford Neighbourhood Mental Health Team.
• Manage referrals, issue appointment letters and mailshots, handle calls and route to the team.
• Requisition stationery, maintain meeting rooms and non-stock items.
• Coordinate patient referrals and appointments within NHS Plan timeframes.
• Take and type minutes for team meetings and ad hoc meetings.

Skills

Word processing

Microsoft Office

Minute taking

Clear communication

Education

NVQ Level 2 including Maths & English

Competency-based Level 2 qualification (e.g. RSA/NVQ)

ECDL or equivalent IT qualification

Tools

EPR system

MS Office suite

Job description

Main area Admin Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (9 till 5) Job ref 437-8258978

Site Salford Neighbourhood Mental Health Team Town Salford Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 30/09/2026 23:59

Job overview

The post holder will be required to provide a confidential secretarial and administrative service to the Salford Neighbourhood Mental Health Team.

The post holder is also responsible for managing referrals that come into the team, sending out appointment letters and mailshots, dealing with all telephone calls that come into the service and ensuring they get passed on in a timely manner.

The post holder will also be responsible for the requisitioning of stationery, maintenance of meeting rooms and non-stock requisitioning.

The Team Administrator will have an overview of the patient pathway with responsibility for ensuring referrals, reviews and appointments are processed and conducted within the required timeframes.

The post holder is responsible for the provision of a booking appointment service Outpatients using the electronic patient record system. This will involve formal liaison with Service users and clinicians to ensure that patients are seen within appropriate timeframes.

The post holder will ensure an efficient administrative service for the team including minute taking, and other general administrative duties.

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

To directly negotiate appointment slots with clinicians in order that
service users can take place within stated target times and standards according to the NHS Plan.

Typing of all clinical correspondence.

Coordinating and directing service user contact via telephone call,
email, or letter.

Greeting service users, carers and other visitors when required.
Ensure an effective and efficient booking service is provided with
service user negotiation in accordance with the targets stated in the
NHS Plan.

Direct making of appointments according to booking and waiting
time policies.

The taking and typing of minutes for all team meetings and ad hoc
meetings on request.

Working for our organisation

Greater Manchester Mental Health (GMMH) Foundation Trust employs over6,400 members of staff, who deliver services from more than160 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

See attached detailed job description and person specification.

• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
• Educated to NVQ Level 2 (including Maths and English) or relevant experience Recognised competency based level 2) qualification in a relevant subject (e.g. RSA, NVQ, B-TEC QCF, Apprenticeship), or equivalent demonstrable experience
• ECDL or equivalent IT qualification or experience

experince

• Experience of dealing with a range of people over the phone and face to face Experience of carrying out administrative duties to complete a piece of work in a methodical, efficient and timely manner to meet a set deadlines Experience of summarising and note taking in order to capture the main points of a discussion/informal/formal meetings Experience of working as part of a team in order to achieve a shared vision/goal Experience of maintaining quality standards in ones work
• Experience of working in the NHS particularly in a Mental Health setting Experience of using an EPR system Experience of audio typing

Knowledge

• Knowledge of equal opportunities legislation An awareness of policies & procedures in relation to confidentiality, information sharing, and child protection

Skills and abilities

• Ability to use word processing and Microsoft Office Software Package e.g. Microsoft Excel, PowerPoint, and Access. Ability to use ones own initiative, work autonomously and prioritise workload Good organisational skills in order to maintain efficiency Motivated to work towards creating a safe, open & trusting environment Commitment to one’s own professional development Effective and coherent oral and written communication skills
• Able to take meeting minutes

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 –

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 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.

Name Janine Hunter Job title Admin Manager Email address [e-mail] Telephone number 0161 271 0042 Additional information

Heather Van Hecke - Senior Administrator

[e-mail]

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