Senior Administrator

Job summary The Senior Administrator is responsible for leading and coordinating the administrative function within the Greater Manchester University mental health service, ensuring efficient and effective support for clinical teams and service delivery. The role involves line management of administrative staff, overseeing daily operations, and maintaining high standards of data quality, patient administration, and performance. Working closely with the Administration Manager and service leads, the post holder develops, implements, and monitors administrative systems to improve efficiency, meet performance targets, and enhance service user experience. They act as a key point of contact for enquiries, manage appointment systems, and ensure accurate and timely processing of referrals, records, and communications. The role also includes responsibility for staff supervision, training, and performance management, as well as supporting service improvements, compliance with policies, and collaboration across multidisciplinary teams. Main duties of the job Team Leadership & Management • Line manage administrative staff, including recruitment, supervision, appraisal, and performance management. • Support staff training, development, and compliance with Trust policies Administrative Service Delivery • Oversee the provision of an efficient, high-quality admin service to meet service user and clinical needs. • Act as a key point of contact for enquiries, managing calls, correspondence, and reception services. Patient Administration • Manage referrals, appointment bookings, and patient pathways from referral to discharge • Ensure accurate and timely updates to Electronic Patient Records (EPR) and other systems. Performance & Data Quality • Monitor and validate data quality and performance targets (e.g. CPA). • Produce and analyse data reports to support service improvement and compliance. Planning & Organisation • Coordinate appointment systems, clinics, meetings, and administrative processes. • Develop and improve systems and processes to enhance efficiency and meet targets. Communication & Partnership Working • Liaise with multidisciplinary teams, GPs, external agencies, and service users. • Maintain effective communication, ensuring confidentiality and professionalism at all times. Governance & Compliance • Ensure adherence to Trust policies, data protection, confidentiality, and health & safety standards. • Support audits, data collection, and service development initiatives. About us 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. Job description Job responsibilities Please see attached job description and person specification Staff benefits • Pay Enhancements • 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 • fuelGenie Fuel Cards (for applicable roles) Person Specification Education/qualifications Essential • Relevant level 3 competency based qualification (such as NVQ) or equal demonstrable experience • Educated to GCSE level in English and Maths. Desirable • Working knowledge and training of all Trust and IT systems. • IT related qualification Experience Essential • Experience of working in a confidential environment • Previous experience working in a customer care environment. • Experience of working in a changing environment • Experience of training staff. Desirable • Line management experience • Experience of waiting list management • Understanding waiting list targets • Experience implementing change • Experience of using ordering systems, including finance • Experience of using Health Roster • Experience of data analysis Knowledge Essential • An understanding of the Data Protection Act (GDPR) principles. • An understanding of patient confidentiality. • Safeguarding • Working knowledge of Microsoft Office especially Excel, Word, and Outlook. Desirable • Knowledge of trust policies and procedures relating to management and HR • Have an understanding of local and national Talking Therapies targets. Skills and abilities Essential • Outstanding communication skills. • Effective time management. • Ability to prioritise tasks. • An excellent telephone manner. • Advanced keyboard skills. • Proven organisational skills and the ability to work to deadlines • Proven problem-solving skills. • Excellent negotiation skills in dealing with difficult situations. • Excellent judgemental and analytical skills. Desirable • oKnowledge of PCMIS and Paris clinical information systems. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Greater Manchester Mental Health NHS Foundation Trust Address Crawford House Booth Street East Manchester M13 9EP United Kingdom Employer's website https://www.gmmh.nhs.uk/ (Opens in a new tab)