Communications Assistant
| Posting date: | 04 July 2024 |
|---|---|
| Salary: | £25,147.00 to £27,596.00 per year |
| Additional salary information: | £25147.00 - £27596.00 a year |
| Hours: | Full time |
| Closing date: | 09 July 2024 |
| Location: | Nottingham, NG6 9DR |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9186-24-0961 |
Summary
Pro-actively manage and arrange complex routine and ad-hoc activities, appointments and meetings for the communications team with staff and managers both internally and externally to the organisation. Use judgement on the role of the attendee and the priority attached to their attendance by balancing pressures and competing priorities, anticipating and planning future activity and taking responsibility for accepting requests on their behalf. Liaise with external organisations and agencies as necessary to ensure the team diaries and preparation requirements are clear and any conflicts are managed. Ensure the effective functioning of systems which support the communications team by maintaining and managing the communications inbox. Produce high quality documents, including strategies, letters, patient information, reports, presentations and other forms of written material to a high standard of layout and reproduction ensuring adherence to the Trust and NHS ID guidelines. Assist with the proactive management of the social media accounts of the organisation, creating assets where required. Using own judgement on when to escalate matters to a more senior member of the team. Provide and maintain efficient and effective electronic filing systems to support the work of the team, providing comprehensive records of information. Maintain an effective brought forward system, including proactively preparing for engagements in advance. Establish, develop and maintain good working relationships with staff internally and in external organisations. Ensure that members of the team are informed of relevant matters and events. Pro-actively manage routine, complex and urgent enquiries using initiative and judgement in deciding what information may be given, and chasing progress for effective resolution of such enquiries. Address general and complex enquiries relating to the work of the team and personally action matters of a routine nature. Issues may include confidential and sensitive matters involving patients, service users, staff, the public and media. Arrange events, conferences, time-outs or displays on site or off-site, including accommodation, equipment, refreshments and distribution of written materials. Actively participate in the filing, archiving and destruction of documents (both paper-based and computerised) in line with corporate responsibility and Trust policies, ensuring accessibility and confidentiality of information and avoiding duplication where possible. To undertake any other duties which may be reasonably regarded as within the nature of the duties, responsibilities and grade of the post subject to the proviso that appropriate training is given. Maintain complete confidentiality at all times. During the course of these duties, the post holder will have access to confidential and sensitive material regarding staff and the organisation and on no account must this information be divulged to anyone other than authorised persons as directed by the Associate Director of Communications and Engagement. Exchange complex, contentious and sensitive information of a variety of departmental matters and procedures with the Board of Directors, Executive Directors, and with external organisations including Clinical Commissioning Groups, Integrated Care System, Integrated Care Provider and Healthwatch. Communicate complicated administrative information to staff from other departments and with external organisations. Maintain working relationships with own and other departments. Knowledge of secretarial and administrative procedures and systems including the Trusts register of interests system. Knowledge of specialist functional/medical/legal terms, organisational and non-clinical policies and procedures. Exercise judgement when dealing with enquiries. Analyse information to resolve problems relating to appointments and diary commitments. Work to the teams Standard Operating Procedures, contributing to their ongoing improvement, by developing alternative and additional procedures to ensure the continued improvement and efficiency of systems and procedures within the team. Produce accurate notes to a high standard for meetings. Create and maintain the teams numerous databases. As part of the role, the post holder may have contact with patients/carers. The post holder is required to ensure the security of equipment provided to fulfil the role. The post holder is required to maintain the confidentiality of information contained in paper and computer documents and allow access to this information with regard to Information Governance Policies and Procedures. The post holder must ensure that all Health and Safety responsibilities of an employee are fulfilled.