Greater Manchester Mental Health
Manchester, GB
6d ago

Job overview

We are looking for an enthusiastic, experienced receptionist / administrator to join our busy Therapy Hub Team.

Main duties of the job

You will be the team receptionist / administrator providing admin cover to our service users, clinicians and other health professionals.

The successful post holder will be responsible for processing referrals in a timely manner, ensuring all personal information is recorded accurately and confidentially and other data quality / target procedures.

Answer incoming calls to the service, arrange appointments, and complete general correspondence letters / reports.

The post holder will provide an administrative function to the clinical team, be responsible for taking minutes for team meetings, as well as complete other administrative tasks such as scanning / copying.

Reception duties will include welcoming visitors to the unit, booking patient transport, monitor the room bookings.

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.

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

Book patient transport update daily

Welcome visitors to the unit.

Check answer phone for voicemails first thing and ensure staff are aware of any messages left or deal with if appropriate.

Ensure reception area remains tidy

Ensure visitors to the unit sign in for fire regs and are wearing a mask if appropriate

Make patients ready to go home daily via NWAS patient transport

Monitor diary each day for any required changes to above i.e. new bookings, changes to days of attendance or requests to cancel transport from staff

Ensure staff are informed if Patient does not get on NWAS transport for whatever reasons

Answer telephone, put through to appropriate staff member, or deal with query, if staff not avail make note in communications book and inform staff on their return

Keep ambulance list and daily attendance diary labels up to date on our N drive and ensure that they are in the diary in advance.

Ensure team diary is up to date

Order all non stock items for the unit.

Report new works or maintenance via Micad for the unit

Monitor the room bookings for the unit and liaise with GMMH staff / Therapy Hub staff re this.

Book transport for the 2 CBT groups.

Data entry

Cut down of any reports and email to staff to try and ensure they are up to date with training and Paris documentation

Attend staff handover each morning

Assist the assistant practitioner with documentation via Paris and GM care record for EGC’s

Accept and D / C referrals where appropriate

Meeting minutes when asked

Book taxis when requested.

Liaison with CMHT and inpatient wards when and where appropriate

Please see Job description and person spec for further information.

Person specification

Education / Qualifications

Essential criteria

  • Good level of education Maths and English including a level 3 qualification (eg NVQ, B-TEC QCF, Apprrenticeship) or equivalent
  • Desirable criteria

  • Other relevant IT qualifications, RSA 2
  • Essential criteria

  • Have experience in working in a busy reception
  • Have experience of working in an office / reception environment that ensure confidentiality is maintain at all times
  • Have experience of working with members of the general public. Including patients / service users
  • Desirable criteria

  • Experience of working in Healthcare setting
  • Essential criteria

  • The ability to navigate IT systems, inc Excel, Word and PowerPoint. Ability to be numerate and provide statistical data accurately.
  • The ability to prioritise and plan conflicting and complex work demands

  • Effective time management skills
  • The ability to prioritise and plan conflicting and complex work demands
  • Ability to be numerate and provide statistical data accurately
  • Desirable criteria

  • Patient administration background, Knowledge of the EPR system, Be able to work flexibly across citywide
  • 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.

    If you do not hold a current competency based qualification and or the Care Certificate, you will be expected to complete an appropriate Apprenticeship in Healthcare with GMMH.

    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.

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