Job summary
We have an exciting opportunity for a Communications, Engagement and Experience Coordinator to join our incredibly busy Communications, Engagement and Experience Team at Ashford and St Peter's Hospitals NHS Foundation Trust and the North West Surrey Health and Care Alliance.
To be part of our team, you'll need bags of energy, lots of talent and the right level of experience. You'll need to be self-motivated and able to work in a fast-paced environment, where no two days are the same.
The CEE Coordinator will work as part of a dynamic team in delivering effective communications and engagement. Will be responsible for providing essential communications and administrative support to the CEE team as well as comprehensive and confidential PA support to the Director of CEE, including diary management, meeting co-ordination and minute taking.
In return, we will offer you a commitment to your development, the chance to really make a difference and put your skills fully into action. As part of an outstanding communications and engagement team that expands the traditional model of the NHS.
For further details, please contact Becky Fairbairn on b.fairbairn@nhs.net
Main duties of the job
The post holder will develop key relationships and networks across a range of internal and external stakeholders.
They will inspire confidence and trust through their professional and personal capabilities and conduct, and develop proactive relationships with a broad range of key stakeholders, epitomising the values of the Trust and Alliance.
InternalCEE Team, Corporate and Clinical Colleagues.
ExternalOther NHS Trusts, Integrated Care Board, Governors, Local Councils, Health Organisations and Charities, Voluntary Groups, Suppliers.
The post holder will:
- Managing administration of the CEE team and office
- Diary management - for the Director of CEE
- Writing and researching positive promotional stories - for both internal and external audiences
- Sharing responsibility for production of the daily e-bulletin
- Managing production of patient information
- Helping with production of CEE materials - newsletters, posters, press notices
- Answering and logging enquiries to the CEE office
- Maintaining department databases - including media contacts, stakeholder database, photography
- Booking/organising corporate events/campaigns on behalf of ASPH/Alliance
- Organising photography/filming schedules
- Liaising with print and information providers
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
- Excellent pension scheme and annual leave entitlement
- On-site Nurseries
- On-site staff cafes
- On-site parking
- Support in career development
- Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please visit:www.asph-careers.org
Job description
Job responsibilities
Communications, Engagement and Experience activity
- Researching and writing promotional stories for internal and external audiences including copy for the website, intranet, e-bulletin, social media and press releases
- Contributing to content and production of the ASPH/Alliance corporate magazine and publications
- Managing production of patient information, including liaising with internal departments, , liaison with printers and management of the patient information database
- Liaising with the photographer/videographer to arrange filming/photography schedules taking place across ASPH/Alliance
- Helping with production of communications and engagement material for example newsletters, posters, press notices
- Liaising with printers/design agencies/other suppliers including requesting quotations
- Assisting with event management and coordination including booking/organising corporate events/campaigns/stakeholder presentations on behalf of ASPH/Alliance
- To monitor the teams shared inbox and social media channels, directing incoming messages as appropriate for response
- To act as a point of contact for the media, ensuring enquiries are prioritised, logged and managed appropriately. Supporting the organisation of the ASPH/Alliance monthly Team Talks , including booking rooms, liaising with speakers and collating/producing material
- Taking responsibility for maintaining ASPH/Alliance organisational charts
- Taking responsibility for managing departments databases, including media contacts, stakeholder database, photo library, using own initiative for updating on a regular basis
- Managing all administration requirements of the CEE team including stationery ordering, ESR (staff database), maintaining holiday and training records
- Collating media cuttings
Clerical/Administrative activity
To be responsible for managing administration of the CEE department:
- To provide high-quality, comprehensive and confidential PA support to the Director of Communications, Engagement and Experience including diary management, meeting co-ordination and minute taking.
- Managing the booking of display tables/promotions across the ASPH/Alliance
- Distributing material around the ASPH/Alliance (e.g. magazine/posters/leaflets), including liaison with the volunteers
- Booking meeting rooms and arranging key corporate meetings such as Team Talk
- Acting as a key point of contact for the department, answering telephone calls, taking messages and helping with general enquiries to the CEE office
- Other administrative requirements including stationery ordering, invoice management, general filing and record keeping, ESR (staff database), maintaining holiday and training records for the team
- To assist in the maintenance of efficient and effective filing and retrieval systems, both electronic and paper based
- To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner
- To run and collate reports which may include reports for the board and senior management
- To input, monitor and check data/information required for finite and ongoing projects within the team
- To work with all team members in the collection of information for performance reporting on relevant team projects
- To raise purchase orders and invoices within the remit of the role
- To prepare agendas, taking minutes and distributing notes of meetings and also support agenda-setting through the maintenance of a forward plan of committee meetings
Other duties
- Provide support to the CEE Team in the event of major incidents
- Carry out any other duties as required by the Director and Head of CEE
This job description is an outline only and may be subject to change according to the needs of the service and in consultation with the post holder.
Job description
Job responsibilities
Communications, Engagement and Experience activity
- Researching and writing promotional stories for internal and external audiences including copy for the website, intranet, e-bulletin, social media and press releases
- Contributing to content and production of the ASPH/Alliance corporate magazine and publications
- Managing production of patient information, including liaising with internal departments, , liaison with printers and management of the patient information database
- Liaising with the photographer/videographer to arrange filming/photography schedules taking place across ASPH/Alliance
- Helping with production of communications and engagement material for example newsletters, posters, press notices
- Liaising with printers/design agencies/other suppliers including requesting quotations
- Assisting with event management and coordination including booking/organising corporate events/campaigns/stakeholder presentations on behalf of ASPH/Alliance
- To monitor the teams shared inbox and social media channels, directing incoming messages as appropriate for response
- To act as a point of contact for the media, ensuring enquiries are prioritised, logged and managed appropriately. Supporting the organisation of the ASPH/Alliance monthly Team Talks , including booking rooms, liaising with speakers and collating/producing material
- Taking responsibility for maintaining ASPH/Alliance organisational charts
- Taking responsibility for managing departments databases, including media contacts, stakeholder database, photo library, using own initiative for updating on a regular basis
- Managing all administration requirements of the CEE team including stationery ordering, ESR (staff database), maintaining holiday and training records
- Collating media cuttings
Clerical/Administrative activity
To be responsible for managing administration of the CEE department:
- To provide high-quality, comprehensive and confidential PA support to the Director of Communications, Engagement and Experience including diary management, meeting co-ordination and minute taking.
- Managing the booking of display tables/promotions across the ASPH/Alliance
- Distributing material around the ASPH/Alliance (e.g. magazine/posters/leaflets), including liaison with the volunteers
- Booking meeting rooms and arranging key corporate meetings such as Team Talk
- Acting as a key point of contact for the department, answering telephone calls, taking messages and helping with general enquiries to the CEE office
- Other administrative requirements including stationery ordering, invoice management, general filing and record keeping, ESR (staff database), maintaining holiday and training records for the team
- To assist in the maintenance of efficient and effective filing and retrieval systems, both electronic and paper based
- To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner
- To run and collate reports which may include reports for the board and senior management
- To input, monitor and check data/information required for finite and ongoing projects within the team
- To work with all team members in the collection of information for performance reporting on relevant team projects
- To raise purchase orders and invoices within the remit of the role
- To prepare agendas, taking minutes and distributing notes of meetings and also support agenda-setting through the maintenance of a forward plan of committee meetings
Other duties
- Provide support to the CEE Team in the event of major incidents
- Carry out any other duties as required by the Director and Head of CEE
This job description is an outline only and may be subject to change according to the needs of the service and in consultation with the post holder.
Person Specification
Qualifications
Essential
Desirable
- Any additional professional qualifications
Experience
Essential
- Significant experience in administrative or communications role
Desirable
- Experience within the NHS or other public sector
Knowledge
Essential
- NHS constitution
- Trust vision, values and strategic objectives
Skills
Essential
- Strong IT and digital skills
- Excellent interpersonal and communication skills, both written and oral. Able to influence and collaborate
- Able to work as an individual and prioritise workload
- Good self awareness, knowledge and awareness of EDI and human rights
Values and behaviours
Essential
- Knowledge and awareness of Trust values and behaviour matrix
- Seeks and takes opportunities for improvements and development in work, themselves and others
- Flexible in working pattern (some evening work may be required)
Person Specification
Qualifications
Essential
Desirable
- Any additional professional qualifications
Experience
Essential
- Significant experience in administrative or communications role
Desirable
- Experience within the NHS or other public sector
Knowledge
Essential
- NHS constitution
- Trust vision, values and strategic objectives
Skills
Essential
- Strong IT and digital skills
- Excellent interpersonal and communication skills, both written and oral. Able to influence and collaborate
- Able to work as an individual and prioritise workload
- Good self awareness, knowledge and awareness of EDI and human rights
Values and behaviours
Essential
- Knowledge and awareness of Trust values and behaviour matrix
- Seeks and takes opportunities for improvements and development in work, themselves and others
- Flexible in working pattern (some evening work may be required)
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.
