Team Administrator

Greater Manchester Mental Health NHS Foundation Trust; Manchester; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading mental health service provider in Manchester is seeking a Team Administrator to manage the CPA forward planner and coordinate patient appointments. The successful candidate will ensure efficient administrative support, including minute-taking and liaising with service users and clinicians. Proficiency in Patient Administration Systems and strong communication skills are essential. The role offers an opportunity to contribute to the quality of care in a supportive team environment.

Qualifications

• Experience in administrative roles within a healthcare setting.
• Ability to communicate effectively with service users and healthcare professionals.
• Strong organizational skills to manage appointments and schedules.

Responsibilities

• Negotiate appointment slots with clinicians for service users.
• Manage CPA forward planner to ensure timely appointments.
• Provide comprehensive administrative support to the team.
• Maintain stock levels of team stationery.

Skills

Administrative skills

Communication skills

Time management

Proficiency in Patient Administration Systems

Tools

PARIS

Microsoft Office

Job description

The Team Administrator will be responsible for management of the CPA forward planner to ensure all CPA appointments are booked within the agreed timeframe.

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 time frames.

The post holder is responsible for the provision of a booking appointment service Outpatients using a computerized Patient Administration System (PARIS), electronic scanning equipment and use of GMMH email for clinical correspondence. This will involve formal telephone liaison with service users, carers 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.

Responsibilities

• 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.
• Ensure an effective and efficient booking service is provided with service user negotiation in accordance to the targets stated in the NHS Plan.
• Direct making of appointments according to booking and waiting time policies.
• Management of the CPA forward planner to ensure all CPA appointments are booked within the agreed timeframe.
• Provide a general appointment booking service for service users as required.
• Typing of all business correspondence.
• Ordering and management of the team stationery, assuring stock levels remain appropriate.
• Identification of any other issues that may pose a risk the service users, carer or delivery of service.
• The taking and typing of minutes for all team meetings and ad hoc meetings on request.
• Provide a comprehensive administrative service to the MDT including the management of meetings, appointment management and a range of other administrative duties.
• Preparation and minuting of meetings including MDT, Huddles, adhoc reviews and safeguarding.

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.

For more information on this role, please refer to the job description and person specification attached.

This advert closes on Wednesday 21 Jan 2026