Job summary
An exciting opportunity has arisen for a highly organised, enthusiastic and creative individual to join the Staff Social Club team here within Newcastle Hospitals as Maternity Cover.
The Staff Social Club is a huge part of Newcastle Hospitals with over 8,000 members and nothing like it at any other NHS Trust in the country. We are a virtual social club, which gives our members the benefits of being included in a monthly lottery with a top prize of £1,000 as well as the opportunity to buy tickets with up to 50% discount for lots of event such as theatres trips, nights away, parties and days out for the family. The Staff Social Club also manage both onsite 24/7 Fitness Centre's across the Royal Victoria Infirmary and Freeman Hospital.
- Interview Date: 1st March 2023
- Part Time: 15 Hours/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first month's pay.
Newcastle Hospitals encourages all staff and volunteers who are appointed to join the Trust to be fully vaccinated against COVID-19.
Main duties of the job
Reporting to the Staff Experience and Engagement Officer, you will provide administrative support, ensuring an efficient, high quality service is provided at all times to members of the Staff Social Club and Committee. Including but not limited to answering the telephone, liaising with new and existing members via email and dealing with all day-to-day enquiries.
You will organise and participate in events and presentations in relation to the Staff Social Club such as processing event application forms, tickets and vouchers. Ultimately ensuring that all administrative systems and databases are accurate and up-to-date resulting in the smooth operation of the Staff Social Club.
You will also maintain all information on the Staff Social Club website and ensure content and creation is on brand and relevant to the event.
This is a unique opportunity to support and deliver on key activity ensuring a better experience for staff at Newcastle Hospitals.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
Job Purpose
- Provide administrative support to the Staff Experience and Engagement Officer, ensuring an efficient, high quality service is provided at all times to members of the Staff Social Club and the Committee.
- To answer the telephone and emails and be able to deal with enquiries
- Organise and participate in events and presentations in relation to the Staff Social Club such as processing event application forms and tickets.
- Ensure systems are accurate and up-to-date
- Maintain and develop appropriate administrative systems/databases to support the smooth operation of the Staff Social Club
- Maintain information on Staff Social Club website.
Dimensions
- Act as a first point of contact for members/potential members of the Staff Social Club and be responsible for day-to-day operational issues and queries from members
- Provide support and advice to all staff in relation to the Staff Social Club
- Ensure that all Staff Social Club payments are up do date and to flag to Staff Experience & Engagement Officer when problems arise
- Maintain records of Staff Social Club and liaise with suppliers, Finance, Payroll and Staff Experience and Engagement Officer on behalf of staff to ensure it operates correctly and records are maintained
- Maintain and manage Staff Social Club database
- Liaise with staff and outside agencies on Staff Social Club issues
- Support, promote and participate in Staff Social Club events and provide administration as and when required
- Update and maintain content of Staff Social Club website
- Undertake administrative duties as required by Staff Experience andEngagement Officer, including typing and filing
- Support the Staff Experience and Engagement Officer in receiving and processing all applications to join or leave the Staff Social Club or with any other ad hoc duties
- Produce agendas and minutes for meetings in a timely manner
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
Job Purpose
- Provide administrative support to the Staff Experience and Engagement Officer, ensuring an efficient, high quality service is provided at all times to members of the Staff Social Club and the Committee.
- To answer the telephone and emails and be able to deal with enquiries
- Organise and participate in events and presentations in relation to the Staff Social Club such as processing event application forms and tickets.
- Ensure systems are accurate and up-to-date
- Maintain and develop appropriate administrative systems/databases to support the smooth operation of the Staff Social Club
- Maintain information on Staff Social Club website.
Dimensions
- Act as a first point of contact for members/potential members of the Staff Social Club and be responsible for day-to-day operational issues and queries from members
- Provide support and advice to all staff in relation to the Staff Social Club
- Ensure that all Staff Social Club payments are up do date and to flag to Staff Experience & Engagement Officer when problems arise
- Maintain records of Staff Social Club and liaise with suppliers, Finance, Payroll and Staff Experience and Engagement Officer on behalf of staff to ensure it operates correctly and records are maintained
- Maintain and manage Staff Social Club database
- Liaise with staff and outside agencies on Staff Social Club issues
- Support, promote and participate in Staff Social Club events and provide administration as and when required
- Update and maintain content of Staff Social Club website
- Undertake administrative duties as required by Staff Experience andEngagement Officer, including typing and filing
- Support the Staff Experience and Engagement Officer in receiving and processing all applications to join or leave the Staff Social Club or with any other ad hoc duties
- Produce agendas and minutes for meetings in a timely manner
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- o5 GCSE's at Grade 4 or equivalent qualification in a relevant subject, or equivalent level of experience
Desirable
- oRecognised IT qualification
Knowledge & Experience
Essential
- oPrevious event administration support
- oSignificant previous administrative experience
- oExcellent IT skills and knowledge: Windows based software experience, proven Microsoft Excel experience, excellent keyboard skills and IT skills, knowledge of Microsoft Office based software
Desirable
- oPrevious NHS experience
- oKnowledge of Staff Social Clubs and small lotteries
- oPrevious telephone experience
- oPrevious experience of promotional work including: websites, events, presentations & promotional material
Skills & Abilities
Essential
- oExcellent communication and interpersonal skills
- oExcellent organisational skills, ability to work unsupervised: Prioritise work as necessary and use own initiative, work well under pressure and prioritise daily tasks to deliver to tight deadlines, ability to multitask
- oUnderstanding of confidentiality
Person Specification
Qualifications & Education
Essential
- o5 GCSE's at Grade 4 or equivalent qualification in a relevant subject, or equivalent level of experience
Desirable
- oRecognised IT qualification
Knowledge & Experience
Essential
- oPrevious event administration support
- oSignificant previous administrative experience
- oExcellent IT skills and knowledge: Windows based software experience, proven Microsoft Excel experience, excellent keyboard skills and IT skills, knowledge of Microsoft Office based software
Desirable
- oPrevious NHS experience
- oKnowledge of Staff Social Clubs and small lotteries
- oPrevious telephone experience
- oPrevious experience of promotional work including: websites, events, presentations & promotional material
Skills & Abilities
Essential
- oExcellent communication and interpersonal skills
- oExcellent organisational skills, ability to work unsupervised: Prioritise work as necessary and use own initiative, work well under pressure and prioritise daily tasks to deliver to tight deadlines, ability to multitask
- oUnderstanding of confidentiality
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.
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).
Additional information
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.
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).
