Community Administrator

Main area: Administration

Grade Band: 3

Contract: Secondment: 12 months

Hours: Full time - 37.5 hours per week (Monday - Friday 9am - 5pm)

Job ref: 196

Site: Kingslea House

Town: Manchester

Salary: £24,625 - £25,674 per annum pro rata

Salary period: Yearly

Closing: 21/03/:59

Job overview

To provide an efficient and effective administrative service within the Community Mental Health Team, to carry out all administrative tasks in relation to the role. This includes answering telephone calls to patients, relatives and various clinical staff and professionals to provide an efficient mental health service whilst carrying out a variety of administrative tasks as directed by your Line Manager.

Main duties of the job

1. Provide admin support to the clinical team in relation to care plans and clinical correspondence.
2. Dealing with all incoming and outgoing mail, processing, distributing and responding within limits.
3. Ensure that sufficient stocks of stationery are available to meet the needs of the team without resorting to stockpiling.
4. Co-ordinate and facilitate the dissemination of information to and from the team.
5. Dealing efficiently, precisely and courteously with telephone callers.
6. Producing minutes from daily zoning meetings, MDT or any other team meeting as required.
7. Provide a supervisory role to receptionist and apprentices, including line management supervision.
8. Maintain filing systems that are appropriate to the needs of the service.
9. Maintain client records for data inputting onto health and social services computer systems.
10. Maintain records of referrals and discharges for statistical purposes and enter onto Paris computerised system accurately and timely.
11. Scan all appropriate documentation to update patient records.
12. Record messages accurately in the daily diary for all team members.
13. Type correspondence, reports etc., amending the format and grammar as necessary within the PARIS computerised system.
14. Develop an understanding of the patient record system (PARIS) and have responsibility for maintaining data quality.

Working for our organisation

Greater Manchester Mental Health (GMMH) Foundation Trust employs over 6,400 members of staff, who deliver services from more than 160 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.

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

• Pay Enhancements - 36% additional for Evenings (8pm onwards) and Saturdays and 70% additional for Sundays and Bank holidays.
• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years.
• There may be a requirement to travel within the Manchester area in order to fulfil the role and an occasional requirement to travel across the wide footprint of the Trust to attend meetings and events relevant to the role.

Knowledge

• Knowledge and understanding of the Data Protection Act.
• Knowledge and understanding of Client Confidentiality.
• Knowledge and understanding of Mental Health issues and challenges.
• Knowledge of Medical Terminology.

Experience

• Experience of working in an office environment that ensures confidentiality is maintained at all times.
• Experience in working in a busy office environment.
• Confident telephone manner.
• Experience of working with members of the general public, including patients/service users.
• Using EPR systems.

Education

• Good level of education in Maths and English.
• Recognised competency-based level 3 qualification in a relevant subject (e.g. NVQ, BTEC QCF, Apprenticeship), or equivalent demonstrable experience.
• Other relevant IT qualifications (e.g., RSA 2).

Skills and Abilities

• Effective time management skills.
• The ability to prioritise and plan conflicting and complex work demands.
• An excellent telephone manner and outstanding communication skills.
• The ability to navigate IT systems, including Excel, Word and PowerPoint.
• Ability to be numerate and provide statistical data accurately.
• Knowledge of the EPR system.
• Minute taking.

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.

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.

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.