Job summary
- Main area
- Mental Health
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Job share
- Job ref
- 311-S647-25-A
- Employer
- Pennine Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Mental Health Unit, Oasis Building
- Town
- Stockport
- Salary
- £24,937 - £26,598 per annum or pro rata if job share
- Salary period
- Yearly
- Closing
- 05/10/2025 23:59
Employer heading
Office Administrator
NHS AfC: Band 3
If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople
https://www.penninecare.nhs.uk/values
Job overview
An exciting opportunity has arisen for a qualified administrator to join our Autism/ADHD Diagnostic Team. The post holder will have direct contact with our service users and will be responsible for delivering a high standard of administrative support to both our service user group and our team of practitioners. If you are highly motivated, skilled in all aspects of administration and possess a can do attitude, this might be the role for you.
This is a full time position, but we would be happy to consider job share.
Main duties of the job
The post holder will provide a wide variety of administrative support including a reception service and will be the first point of contact for service users, their families and other professionals. The post holder must possess qualities which include the ability to work confidently alone as well as working as part of a team, be able to form good relationships with both service users and colleagues and demonstrate fairness and transparency.
Working for our organisation
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
- Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
- Flexible working opportunities to support your work/life balance
- Access to Continued Professional Development
- Involvement in improvement and research activities
- Health and Wellbeing activities and access to an excellent staff wellbeing service
- Access to staff discounts across retail, leisure and travel
Detailed job description and main responsibilities
Main Duties and Responsibilities
• To provide an appropriate and courteous response to all enquiries, taking clear messages as necessary and making telephone calls as directed.
• Obtain thorough and accurate information when taking telephone calls and uploading self/paper referrals ensuring appropriate information is passed to relevant duty staff.
• Ensure priority referrals are processed within a timely manner adhering to service policy and procedures at all times.
• Take a key role in managing waiting lists and allocating patients to appropriate clinicians.
• Ensure accurate recording and updating of data systems, both manual and computerised and respond to requests for reports from both local and national systems.
• You must be confident in the use of a range of computer applications, including Excel, PowerPoint, Outlook and Microsoft Word.
• Organise interpreters on request ensuring accurate patient details are recorded including appointment times, dates and venue.
• Take minutes of meetings as directed by the office manager.
• Book meetings and organise rooms.
• Undertake filing duties including archiving and tracking files and ensure files and relevant documentation concerning patients are made available to therapists/clinicians on request.
• Ensure adequate supplies of stationary.
• Provide a photocopying service.
• Process incoming and outgoing mail and distribute accordingly.
AFC 20/06/18 JME
• Work with client group in a non-judgemental and confidential manner, ensuring that you maintain high standards of care when dealing with patients over the phone and face to face.
• Participate in monthly team meetings.
• Work effectively both in a team situation and on one’s own initiative.
• Work effectively under very demanding and sometimes stressful situations.
• Have an awareness of and adhere to all policies and procedures relating to this service.
• Prioritise own workload ensuring duties are carried out to a high standard.
• Take responsibility for own health and safety and the health and safety of others ensuring any potential risk is reported immediately to the relevant departments.
• Take responsibility for own personal development, keeping up to date with organisational/service changes and mandatory training including Safeguarding and Governance training.
• You must have a flexible and can do attitude towards work demonstrating excellent team working abilities, assisting and supporting colleagues.
This job description is not exhaustive, but is intended to give an overall picture of the role. Other duties within the general scope of the post may be required from time to time. The duties of the post and job description can be reviewed through the agreed process.
General Duties of all post holders
• To undertake any other reasonable duty, which is appropriate to the band, when requested by Senior Staff.
• To be familiar with and comply with all Trust and departmental policies, procedures, protocols and guidelines.
• To be aware of and work towards the Trusts strategic goals.
Person specification
Education / Qualifications
Essential criteria
- GCSE in English and Maths or equivalent Excellent keyboard skills, RSA level 3 or equivalent. NVQ Level 3 or equivalent in administration with experience to NVQ 3 Level
Experience
Essential criteria
- Proven experience of working within a busy office environment. Competent in the use of IT applications including Excel, PowerPoint, Email, Outlook and Word Processing. Working with the general public in a sensitive, confidential and nonjudgemental manner Excellent interpersonal skills whilst working with a wide range of groups
Desirable criteria
- Experience of working within the NHS organisation Paris trained
Knowledge
Essential criteria
- Data protection Act, policies and procedures
Desirable criteria
- Understanding of Mental Health Services
Skills and Abilities
Essential criteria
- Highly motivated with excellent organisational skills. Ability to work within a team setting and on one’s own initiative. Ability to see tasks through to completion ensuring deadlines are met. Ability to prioritise own workload. Ability to manage own stress levels, participating in supervision and guidance. Take responsibility for own work performance and understand boundaries. Keep up to date with own learning and development including mandatory training.
Work Related Circumstances
Essential criteria
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies Appointments to regulated and controlled activities require an enhanced DBS disclosure.
Employer certification / accreditation badges
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Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Hilary Woodbridge
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 0161 7163905
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