Communications Trainee and Team Administrator

Job description

Job responsibilities

• This is a general developmental communications role and team administration post, responsible for uploading and maintaining various databases, team organization, producing performance reports.and supporting the team in the Trusts procurement process
• The postholder will be expected to study for a recognized professional qualification in public relations
• The postholder will have the opportunity to learn various skills on the job, including the effective use of social media, using basic design tools, copywriting, uploading to the Trusts web and intranet, learning film-making skills and being involved in some stakeholder engagement activity.

Key Responsibilities

Administrative support

• Some administrative responsibilities on behalf of the communications team
• These include obtaining quotes for services and products from key suppliers, procuring stationery and materials on behalf of the team, ensuring that financial standing instructions are followed, and invoices are paid in a timely manner, according to trust policies
• Monitoring the team budget and reporting any issues, especially cost pressures, to the Director of Communications, Engagement & Marketing
• Maintaining annual leave calendars, sickness absence and diaries of meetings or staff out of the office, so that the communications leadership team has visibility around the availability of staff and resources
• Prepare agendas, arrange, attend, take, collate and distribute minutes for the Communications Senior Leadership team meetings in a timely manner
• Updating and maintaining the Communications Forward Plan (the Grid)
• Collating performance information for the Communications Dashboard on the teams performance for the Communications Director
• Maintaining a library of materials produced by the communications team, including a directory of service leaflets and managing systems for the loan of equipment to services such as cameras, pop up stands
• Assist with the planning and providing support for key events both internally and externally, such as the Trust AGM and staff awards
• Ensuring the office environment follows health and safety requirements and that any issues, including problems with tidiness, are reported to building maintenance
• Create and maintain key databases and contact lists for the corporate communications team
• Responsible for internal and external mail outs of communications materials

Communications development role

• Providing support to ELFTs Communications Team and using and developing a broad base of communications skills.
• This includes studying out of hours for a recognized PR qualification
• Skills that will be learned and developed include copywriting, media management, basic design skills, film-making and editing, effective use of social media, web and intranet content and use of the content management system (CMS), stakeholder engagement and marketing skills
• Among the systems you will learn are Final Cut Pro for video and Podcast editing and publishing tools such as InDesign and Canva. This will all be carried out under instruction and supervision by senior members of the team

General

• Be prepared to study, including outside normal office hours, for a recognised qualification in public relations
• Convey confidential and sometimes sensitive information to both internal and external stakeholders and be able to convey these messages to line managers.

Person Specification

Education/ Qualification/ Training

Essential

• oEducated to at least NVQ Level 3- with five good GCSEs, including English and Maths

Experience

Desirable

• oAdministrative support experience within a complex organisation
• oExperience supporting the preparation of complex data based reports and management of projects

Knowledge and Skills

Essential

• oExcellent written and verbal communications skills, displaying tact when dealing with sensitive issues
• oA 'can-do' proactive attitude to work
• oA strong willingness to learn on the job and attend training as required .
• oDeadline driven
• oOrganised and with a high attention to detail and excellence .
• o Values-driven with a clear commitment to inclusivity, being respectful and having a caring attitude
• A keen intelligence and a fast and willing learner
• oA creative mind that can think 'outside the box' when necessary
• o A strong team player who is prepared to operate under instruction and go the extra mile

Desirable

• oUse of Word, Excel and PowerPoint to a high standard
• A basic knowledge of the NHS, it's values and how it works and the role of mental, community and primary health in the system
• oA strong interest in social media
• oA keen interest in public affairs

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.

Certificate of Sponsorship

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).

Employer details

Employer name

East London NHS Foundation Trust

Address

Trust HQ

9 Alie Street

London

E1 8DE

Employer's website

https://www.elft.nhs.uk/ (Opens in a new tab)