Team Administrator

Job overview

The post holder will provide an administrative function to the Wigan Physical Health Hub within the Specialist Community Mental Health Team. The Team Administrator will co-ordinate the patient referral pathway with responsibility for ensuring referrals are processed, assessments are arranged and the process is conducted within the required timeframes.

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

The post holder will undertake general office duties including minuting team meetings, typing of letters and correspondence and managing mailboxes. They will answer and manage calls from patients and their carers / relatives and other health and social care professionals.

Working for our organisation

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.

Detailed job description and main responsibilities

·Co-ordinate and direct contact for written and telephone enquiries for referrals to Wigan Physical Health Hub. Arranging clinics and appointments.

·Deal with any patient enquiries, providing information about the referral process, using judgement and always observing patient confidentiality.

Process all referrals received, ensuring updates to clinical information systems align with Trust and service guidelines.

·Monitor shared administration email inboxes and action as appropriate and in a timely manner.

·Liaise with outside agencies, other hospitals, medical services, clients and their relatives using their knowledge and judgement of any given situation ensuring clear information flow.

·As directed, record activity onto the appropriate medium, meeting all required deadlines.

·Track all service users from referral to discharge ensuring all appointment and correspondence are within local and national targets.

·Maintain accurate and up-to-date patient records, including referral information.

·To input good quality data in the EPR to support with driving quality improvement and performance.

Person specification

Experience

Essential criteria

• Office Experience

Desirable criteria

• Working in NHS experience

Knowledge

Essential criteria

• Use of Microsoft Office

Desirable criteria

• Knowledge of patient systems

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 – click .

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 .

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.