Communications and Administration Officer

Job description

Job responsibilities

Job Role:

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

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

Scope & Accountability

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

Budgetary: Ordering stationary and various departmental equipment

Staffing: No direct line management responsibilities

Principle Duties & Responsibilities

Communication & Engagement

Maintain and update the staff intranet

Maintain and update the organisational and practice websites

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

Provide training, support and advice to colleagues on the website and intranets

Understand and apply editorial and brand guidelines and relevant policies, and maintain a high standard for all content that is produced and published

Ensure that the websites meet accessibility standards

Support the development and collation of communication resources

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

Monitor upcoming national awards and collate information for submissions

Support the team to build a good reputation via media, direct marketing materials and social network platforms with regular posting of content

Support colleagues for editing and proofreading articles for wider use

Order communication materials

Maintain stakeholder databases

Develop programmes for stakeholder engagement and updates

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

Support with the development and review of practice newsletters

General Administration

To sort incoming and outgoing mail.

To undertake typing as required which may include minute taking.

To assist with collation and distribution of papers for various meetings.

Assist with varying clerical aspects associated with data collection and entry

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

Liaison with linked central departments and where necessary providing support as required.

Develop writing skills 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 member and taking messages comprehensively.

Maintain the Clinical Lead 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 additional aspects of administrative support as required including within areas of organisation interest such as but not limited to research

Promote a professional attitude both in person and on the telephone when dealing with internal and external people, including for example health professionals of all grades, senior managers, and the public.

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

Support the administration of the organisational indemnities

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

Support Symphony as a Green organisation

To manage travel and accommodation 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 2.1 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

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.

Employer details

Employer name

Symphony Healthcare Services Limited

Address

Barrington House

Watercombe Park

Yeovil

Somerset

BA20 2HL

Employer's website

https://www.symphonyhealthcareservices.com/ (Opens in a new tab)