Team Administrator (Individualised Commissioning Trafford)

NHS Greater Manchester Integrated Care; Trafford; On-site; GBP 26,000 - 27,000; Part time

Job summary

NHS Greater Manchester Integrated Care is seeking a Band 3 Administrator to provide comprehensive administrative support for the Children and Young People caseload within the Transforming Care stream. The role focuses on efficient diary management, document handling, and liaison with clinical and social care colleagues.

The post requires NVQ 3 level or equivalent, with prior experience in a similar administrative environment, and a passion for delivering high-quality services to vulnerable

Qualifications

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
• Significant administrative/ secretarial experience including initiating and maintaining office systems within mental health or learning disability provision
• Knowledge of the commissioning process and NHS policies related to mental health and learning disability

Responsibilities

• The post-holder will provide the day-to-day administration functions for the children and young people’s caseload, which will sit within the healthcare commissioning.
• Maintain accurate minutes and documentation using patient information systems and local trackers.
• Support the Children and Young People Case Manager (Transforming Care) and liaise with partners to ensure high quality care for children and young people with complex disabilities.

Job description

Band 3

Main area Administration Grade Band 3 Contract Permanent Hours Part time - 22.5 hours per week (3 days) Job ref 896-TRAF-1037-B

Site Trafford Town Hall Town Trafford Salary £25,760 - £27,476 pa pro rata Salary period Yearly Closing 22/09/2026 23:59

Job overview

Previous applicants need not apply

JOB PURPOSE

The post-holder will be responsible for providing a comprehensive, efficient and quality administrative service for the NHS Trafford IC S Children and Young People work stream, which is part of the IMHaD team (Individual Mental Health and Disabilities).

The post-holder will provide the day-to-day administration functions for the children and young people’s caseload, which will sit within the healthcare commissioning.

The post holder will have a natural interest in children’s complex disabilities care provision, and be passionate about making a difference to vulnerable people

Main duties of the job

The Children’s Learning Disability Administrator will work closely with the Children and Young People Case Manager (Transforming Care) and the Children’s Commissioners to ensure that high quality care is provided to children and young people with complex disabilities. Other key relationships will include:-

• Designated Clinical Officer for SEND
• Cheshire and Wirral Partnership
• Greater Manchester Mental Health Care Coordinators, team leaders
• CAHMS
• Primary Care staff including General Practitioners, Practice Nurses and reception staff
• MFT Complex Additional Needs Nursing team
• ICS Safeguarding team

Working for our organisation

Integrated Care Systems (ICSs) are partnerships of health and care organisations that come together to plan and deliver joined up services and to improve the health and wellbeing of people who live and work in their area. Their purpose is to improve outcomes in population health and healthcare; tackle inequalities in outcomes, experience, and access; enhance productivity and value for money and support broader social and economic development in their area efficiency. This will be delivered in neighbourhood, place, combinations of places and GM system.

Our NHS People Promise – the promise we must all make to each other, to work together to improve the experience of working in the NHS for everyone. Like many other employers, NHS GM currently has evidence of unwarranted inequalities in the workforce, most notably in relation to minoritised ethnic, female and\or disabled staff and their intersectionality. As a result, we will use positive action measures to bring benefits to our organisation, including a wider pool of talented, skilled, and experienced people from which to recruit and a better understanding of the needs of a more diverse range of customers.

Detailed job description and main responsibilities

COMMUNICATION

Responding to queries, in relation to children and young people with complex disabilities, from patients, relatives, GP’s, clinical and social work professionals, local authority, internal and external partners from NHS, independent and third sector bodies.

Liaise with third parties including health and social care professionals, providers, patients or family members.

Use initiative and escalating queries and issues as appropriate.

This will require tact, diplomacy and negotiation skills in order to deal with enquiries and diary management effectively, and to support the team’s case management function.

Ensure telephone calls receive a prompt, courteous, non-judgmental and well informed response.

Deal with anxious patients and staff with tact, patience and discretion e.g. appointment queries or resolving potential complaints

Demonstrate a sensitive and professional approach to all staff, patients and other groups.

Recognise where communication difficulties arise and overcome barriers to understanding.

Develop and maintain effective working relationships with colleagues.

INFORMATION RESOURCES, ANALYSIS AND DECISION MAKING

Be resourceful and use judgment where there is more than one solution, in order to respond to queries appropriately.

Develop an understanding of relevant local and national policies, procedures, and guidance relating to the role (for example, Transforming Care, Section 117 aftercare, and Responsible Commissioner guidance) or key related areas such as such as Continuing Health Care (CHC) and Funded Nursing Care (FNC).

Information Management

Prepare papers, minutes, reports and file correspondence on the Caretrack patient system.

Receive and request complex, confidential and sensitive patient information from a variety of sources; this may involve frequent indirect exposure to potentially distressing information via written material or verbal discussion at meetings.

Able to take accurate minutes in fast paced meetings where clinical discussion may be the prevailing characteristic, and produce correspondence to a consistently accurate and professional standard. This includes taking notes at departmental meetings or similar, or processing notes taken by others.

Ensure that the patient information system and associated financial and corporate records are accurately maintained in a timely manner. Information and documentation will be recorded and shared in line with Information Governance policies and procedures.

Support the Children and Young People Case Manager (Transforming Care) to maintain the Dynamic Support Database.

Support archiving, data-cleansing and regular reporting activities to promote the accuracy of information held by the IC s and utilised within the commissioning function to meet team objectives; including creating, developing and updating spreadsheets for information collation and maintaining local and national trackers.

Supporting the Children and Young People Case Manager (Transforming Care) in maintaining accurate and timely information on in-patients that are the responsibility of the IC s and providing reports to NHSE England and to partners as required.

Supporting the production of comprehensive monthly reports to the Commissioning Manager for MH, LD, Autism & Eating Disorder services, setting out activity undertaken, including update on individuals and operational issues including barriers to discharge.

PLANNING & ORGANISATION

Prepare agendas and minutes for Care Education and Treatment Reviews (CETR) that are chaired by the Children and Young People Case Manager (Transforming Care).

Provide administrative support for the Children and Young People Case Manager (Transforming Care); including monitoring multiple email accounts, organising and coordinating meetings, supporting reviews, and responding in a timely, sensitive and supportive manner to telephone, post and email communications and any required uploading to patient information systems.

Autonomously manage a variety of administrative tasks and complex activities throughout the day for different team members, adjusting plans and prioritising effectively to respond appropriately to urgent requests and to meet deadlines in accordance with IC s operational processes.

Organise and plan meetings and events as required, often with multiple internal and external bodies or partner agencies.

POLICY & SERVICE DEVELOPMENT

Contribute to performance and process improvements of the LD Commissioning Team to support the continual development of the function, including contributing to the development of policies and refinement of procedures relating to own work area.

Participate in corporate surveys or audits as necessary within the role.

Implements policies for own work area and proposes or changes to administrative policies for operational services.

Works within agreed protocols maintaining patient confidentiality at all times.

Carries out duties in accordance with the General Data Protection Regulation (GDPR).

Participates in service reviews and actively put forward suggestions for improvement for own work area.

Maintains a safe and clean environment in accordance with the IC s Health & Safety policy.

Ensure own actions contribute to the maintenance of a quality service provision.

Adhere to all IC s policies and procedures.

FINANCIAL & PHYSICAL RESOURCES

Be responsible for liaising with IC s and local authority finance colleagues, and NHS and independent sector providers, to ensure the accurate recording of finance records on the team database in order to support the reporting, monitoring and forecasting functions of the LD commissioning teams.

Responsible for accurately managing aspects of invoice validation.

Utilise the IC s finance systems and national and local databases in order to support service performance and quality monitoring.

Follow agreed processes in relation to the management of urgent funding requests received by the IC s to ensure due process is followed to obtain funding approval from delegated financial authorities.

PEOPLE MANAGEMENT

Provide cover for and undertake duties of absent colleagues, including the IMHaD Administrator as required.

Support the wider nursing directorate functions of NHS GM IC s as required.

Contribute to the development of others by providing basic training where required to other staff members in respect of administrative systems and Mental Health team processes.

Responsible for training staff in the use of the systems they routinely use.

Responsible for the self-development of skills and competencies through participation in mandatory training, appraisal and development activities, and maintain up-to-date technical and professional knowledge relevant to the post.

Participate in the IC s performance and development review and undertake any identified training and development related to the post.

Maintain a PDP file of evidence based learning.

RESEARCH, DEVELOPMENT & AUDIT

Support research and audit functions within the team so that we can improve practice and deliver safe high quality efficient services.

Utilise basic research skills to undertake the required administrative functions and to support individual case work; or as part of project-based work-streams or audit.

Maintain and devise spreadsheets to assist in data collection and management, and produce timely reports using IT packages including Excel and pivot tables.

GENERAL RESPONSIBILITIES

Infection Control

It is the duty of every member of staff to take personal responsibility for the prevention and control of infection, as laid down in the GM IC s policies and procedures which reflect the statutory requirements of the Hygiene Code.

Health and Safety at Work

All employees are required to take reasonable care for the health and safety of themselves and other persons who may be affected by their actions or omissions at work and co-operate with the employer in ensuring that all statutory and other requirements are complied with.

Confidentiality & Data Protection

Employees are expected to comply with all confidentiality policies and procedures and to work in accordance with the Data Protection Act 2018. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g. induction, organising refresher sessions for staff when necessary.)

You should disclose information only to authorised persons or organisations as instructed. Breaches of confidentiality may result in disciplinary action, which may include dismissal.

Person specification

Qualifications

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience

Experience

• Significant administrative/ secretarial experience including initiating and maintaining office systems within mental health or learning disability provision
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.

Knowledge

• Knowledge and understanding of the commissioning process
• Intermediate knowledge of IT systems and software programmes such as Microsoft Office. Standard keyboard skills
• Understanding of confidentiality principles
• Understanding of the public sector and knowledge of NHS-funded care packages including those of a complex nature
• Knowledge of the private sector, including independent hospital and nursing homes and how these are regulated
• Basic understanding of key NHS policies and programmes relating to mental health and learning disability
• Knowledge of Personal Health Budgets (PHB)
• Clear communicator with excellent verbal and written skills, capable of constructing and delivering clear, high quality information
• Professional and diplomatic interpersonal skills when interacting with other staff, clinicians, and members of the public
• An aptitude for detail and accuracy within written communications to maintain quality standards
• Work will be managed rather than supervised
• Ability use initiative to plan and organise own workload without direct supervision, providing regular progress reports to line manager on key tasks and seeking advice/support from line manager if required.
• Ability to work to changing and often tight deadlines, under pressure in a busy working environment, and able to multi-task
• Familiarity with clinical terminology and acronyms associated with learning disabilities

Other

• Frequent requirement to concentrate while taking minutes for meetings, checking documents and preparing papers
• Ability to deal with complex, sensitive information appropriately, maintaining confidentiality in line with policies and procedures; personally resilient in view of potentially distressing information which may be conveyed with in the remit of the role
• Effective team worker with a positive and flexible approach to work in order to contribute to team objectives
• Professional, calm and efficient with a helpful, proactive manner
• Commitment to continuing professional development
• Ability to undertake office duties requiring light physical effort and frequent daily use of a computer/VDU.

Please note this vacancy may close early after a sufficient number of applications have been received.
Please also note that if you are short listed for interview you will be contacted via email and it is important that you check your email regularly. If you do not hear from us by four weeks after the closing date then you may assume that on this occasion your application has been unsuccessful.
As a fair collection notice for all NHS employees previous service details will be requested electronically from their previous employer.

The successful candidate will be subject to the completion of satisfactory probationary period.

General Data Protection Regulation (GDPR)

In accordance with the General Data Protection Regulation (GDPR), we have implemented a Privacy Notice to inform you, as prospective employees of the organisation of the types of data we process about you.

Employer certification / accreditation badges

Name Claire Hoskins Job title Service Design Manager (MH and LD Trafford) Email address [e-mail]