Communications and Administration Officer
2 weeks ago
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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