Communications and Administration Officer

2 weeks ago


Yeovil, United Kingdom Symphony Healthcare Services Limited Full time

Job summary

SymphonyHealthcare Services Central Team has an exciting opportunity for a Communication and Administration Officer to join the team.

Communicationis at the heart of developing trust and this role will be key in identifyingopportunities for the development and dissemination of communication to ensurethat all stakeholders are well informed, and engaged in the work of theorganisation.

Thisrole will also ensure the smooth administration of the central office andthrough this will have a good understanding of activity taking place to supportstakeholder liaison and communication development.

The hours available are hours per week,£ - £ per hour depending on experience with a NHS or NEST pension offered.

Interviews will be on 22nd May 2024.

Main duties of the job

To provide effectiveand efficient administrative support within a busy office environment to theSymphony Central Team, with focus on communication and stakeholder engagement.

Ensuring the smooth running of the office and management of central teammembers conflicting priorities.

Scope &Accountability

The post holder will have contact with, and provide support to, theDirectors and other members of the team.

Budgetary: Ordering stationary and various departmentalequipment

Staffing: No direct line management responsibilities

About us

SymphonyHealthcare Services is an at scale primary care organisation in Somerset andDevon that provides care to over 134,000 patients. Although relatively still inits infancy, the organisation has proven itself, amongst other things, able toturnaround struggling general practices. We continue to grow, enhance andtransform primary care with the ambition of becoming a national exemplar.

Job description

Job responsibilities

Job Role:

To provide effectiveand efficient administrative support within a busy office environment to theSymphony Central Team, with focus on communication and stakeholder engagement.

Ensuring the smooth running of the office and management of central teammembers conflicting priorities.

Scope &Accountability

The post holder will have contact with, and provide support to, theDirectors and other members of the team.

Budgetary: Ordering stationary and various departmentalequipment

Staffing: No direct line management responsibilities

PrincipleDuties & Responsibilities

Communication &Engagement

Maintain and update the staff intranet

Maintain and update the organisational and practicewebsites

Analyse google analytics for the website to provideup-to-date advice and knowledge to the team about how the site is functioning

Provide training, support and advice to colleagueson the website and intranets

Understand and apply editorial and brand guidelinesand relevant policies, and maintain a high standard for all content that isproduced and published

Ensure that the websites meet accessibilitystandards

Support the development and collation ofcommunication resources

Monitor media in local and national press andprovide regular summaries to the team

Monitor upcoming national awards and collateinformation for submissions

Support the team to build a good reputation viamedia, direct marketing materials and social network platforms with regularposting of content

Support colleagues for editing and proofreadingarticles for wider use

Order communication materials

Maintain stakeholder databases

Develop programmes for stakeholder engagement andupdates

Regularly attend the surgeries to review displayedmaterials, capture content and check-in with staff as a representative of thecentral team

Support with the development and review of practicenewsletters

General Administration

To sort incomingand outgoing mail.

To undertake typing asrequired which may include minute taking.

To assist with collation and distribution of papers for variousmeetings.

Assist with varying clerical aspects associated with data collectionand entry

Support, attend andparticipate in relevant working groups and committees as required

Liaison with linked centraldepartments and where necessary providing support as required.

Develop writingskills to provide support where appropriate with complaint correspondence,staff bulletins and other papers and correspondence.

Answer the departmental telephone in a professional and courteous manner, directing callers to the most appropriate staff memberand taking messages comprehensively.

Maintain the ClinicalLead Rota

Arrange meetings and co-ordinate diaries.

Conduct photocopying and printing as required.

Maintain a high level of confidentiality and deal with matters with tact and sensitivity.

Undertake additionalaspects of administrative support as required including within areas oforganisation interest such as but not limited to research

Promote a professional attitude both in person and on the telephonewhen dealing with internal and external people, including for examplehealth professionals of allgrades, senior managers, and the public.

To promote the Symphonyvalues when dealing with colleagues, visitors to the organisation and when in contact with patients and relatives

Support theadministration of the organisational indemnities

Ensure the office issupplied with equipment and that confidential waste is dealt with appropriately

Support Symphony as aGreen organisation

To manage travel andaccommodation arrangements for directors and managers when required.

Person Specification

Qualifications

Essential

Must have Maths and English GCSEs at grade A-C/4-9, NVQ3, or equivalent

Driving

Essential

Must be able to drive

Experience

Essential

Computer literate Previous Office Experience

Desirable

Knowledge of wordpress Experience in managing and developing websites to create a clear user journey Up-to-date knowledge on website accessibility guidelines and WAGG AA Knowledge of SEO optimisation

Personal Qualities

Essential

Ability to work to deadlines Ability to prioritise work Reliable and organised Team player Discrete with high personal integrity Self-starter and able to manage own workload Self-confident Attention to detail, and must be able to concentrate in situations where frequent interruptions are likely Strong communication skills both written and verbal with Internal and External customers, including Senior Management

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