Team Administrator

Overview

The Greater Manchester Mental Health Talking Therapies Division offers psychological treatment for anxiety and depression, including specialist Post Covid Syndrome and Employment Support teams to the areas of Bolton, Manchester, Salford, Trafford, and Wigan. As a Team Administrator, you will play a pivotal role in supporting the division to create a positive and seamless experience for our patients. Based in Wigan, the Team Administrator will play a key role in supporting the smooth and efficient running of the service. This position is central to maintaining high standards across administrative operations and contributes directly to the overall effectiveness of the wider team.

Join us in this fulfilling career opportunity where your self-motivation and enthusiasm will thrive in a fast-paced environment that embraces change.

Responsibilities

• Process all referrals received into services, ensuring updates to clinical information systems align with Trust and service guidelines.
• Monitor shared administration email inboxes and action in a timely manner.
• Answer telephone calls professionally, record accurate messages and update clinical information systems while maintaining confidentiality.
• Schedule appointments based on clinical requirements set by the clinicians and in agreement with patients.
• Greet service users and visitors at reception when required.
• Open, date-stamp, sort, and process all incoming mail (including email), linking it to previous correspondence when necessary, and ensure that outgoing post is sent in a timely manner.
• Utilise various software programmes to produce, maintain and distribute clinical correspondence to service users.
• Efficiently manage appointments in a fast-paced environment, aligning with service targets.
• Organise workload to meet all deadlines, ensuring completion of day-to-day tasks.
• Demonstrate flexibility to adapt to changing priorities.
• Work independently, using own initiative to make decisions in a constantly changing environment, using judgement to manage queries appropriately or escalate when necessary.
• Ensure compliance with trust guidelines, policies and procedures related to confidentiality, disclosure information and the Data Protection Act (GDPR) at all times.
• Accurately record and communicate all messages.

Qualifications and Experience

• Direct experience of mental health, learning disability or drug and alcohol services either as a service user or a carer is encouraged for applicants.
• Excellent communication skills and a positive approach to changes.
• Ability to work in a fast-paced environment and manage changing priorities.
• Willingness to engage with recruitment processes and comply with pre-employment checks as required by the Trust.

Other Requirements and Policies

• All positions within the Trust are subject to satisfactory pre-employment checks, with details available on the NHS Employers website.
• The Trust mandates DBS updates where required; enrolment in the DBS Update Service is required for a fee of £16 per year and must be maintained during employment with GMMH.
• The Trust is committed to safeguarding children, young people and vulnerable adults; all staff and volunteers share this commitment.
• Use of Artificial Intelligence (AI) in applications is monitored; responses may be explored further at interview as part of the assessment.
• We are an approved sponsor for the Skilled Worker visa; sponsorship eligibility varies by role. Check the UK Government’s list of eligible roles and salary requirements.
• The Home Office changes from 22/07/2025 may impact the health and care sector; candidates may wish to familiarise themselves with the updates.

Benefits

• Time plus 47% / 41% / 35% on certain shifts; see role-specific terms.
• Time plus 94% / 83% / 69% on other shift patterns.
• Time plus 60% for some shifts; plus 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years.
• Excellent pension, cycle to work scheme, salary sacrifice car scheme, wellbeing programme, Blue Light Card Discounts, and fuelGenie Fuel Cards where applicable.