Leeds Teaching Hospitals

Administration and Communications Coordinator (XN04)

Information:

This job is now closed

Job summary

The Patient Experience Team are looking to recruit to an exciting new Band 4 position supporting the Patient Partner Programme and the Patient, Carer and Public Involvement Team. The successful candidate will be confident with IT systems, an excellent communicator and have a keen eye for detail. They will be expected to use their initiative, work both independently and as part of a team, managing their workload and working to deadlines.

In return, the post offers part-time hours which will be able to be worked flexibly within core hours, meaning it may suit someone with caring responsibilities for school age children. However any work pattern within core hours will be considered. Once the post holder is oriented to the post and is working independently there will be the opportunity for hybrid working, that is some days on-site and some days working from home.

The patient Experience Team is committed to supporting its staff in their personal development and the successful candidate will benefit from being a member of a wider friendly and supportive team

Main duties of the job

The post holder will provide administration and communications support to both the Partner Programme team and Patient, Carer and Public Involvement teams within Patient Experience.

The postholder will act as a professional and responsive first point of contact as part of the Patient, Carer and Public Involvement (PCPI) and Partner Teams for telephone, email and in-person enquiries; signposting or forwarding queries to relevant team members as appropriate, liaising with volunteers, public and staff as necessary to carry out the role maintaining a professional and polite manner

Manage and prioritise administrative support to the PCPI and Partner Team including but not limited to, maintaining and updating relevant volunteer management systems, monitoring and supporting Partner recruitment processes and distributing relevant communications.

Analyse and deal with routine problems, following Trust policy and using own initiative to ensure seamless support for both teams, Partners, colleagues, and the public.

About us

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Details

Date posted

11 September 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9298-CFN-0082

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Job description

Job responsibilities

4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Organisational skills

Arrange virtual and face to face meetings in a timely manner, which on occasion may be complex, requiring manipulation of diaries and rearranging of existing diary appointments.

Coordinate careful planning of events and workshops, including booking suitable venues and ensuring that the correct level of documentation is available in advance, providing additional support as requested by other colleagues.

Assist team members with compiling agendas, trackers, reports and relevant papers for meetings as required.

Process incoming emails in shared inboxes ensuring urgent items are dealt with in a timely manner.

Proactively manage action logs and trackers and ensure that assigned actions are being completed.

Minute taking

Manage multiple meeting notes in the workload.

Provide an accurate and legible record of information with meeting notes and distribute as appropriate in a timely manner.

Computer skills

Take responsibility for updating the teams public facing information sources including social media and the Trust internet and internal intranet pages.

Present data in a suitable format using Microsoft Office programs such as Word, PowerPoint, Excel and Publisher.

Ensure data systems are kept up to date and maintained in line with standard operating policy and procedures, whilst maintaining an efficient electronic filing system.

Create patient feedback surveys and distribute appropriately.

Support and carry out activities to ensure effective use of the city-wide engagement platform.

Working with people

Act as the first point of contact within the Partner Programme and PCPI teams, dealing with routine and specialist enquiries in a pleasant and professional manner.

Participate in relevant internal and external working groups and projects.

Take responsibility for booking partners onto relevant meetings and courses including mandatory training.

Engage with patients, the public and carers to obtain feedback, both in and out of hospital Trust settings.

Process expenses and mileage claims for Partners attending focus groups and workshops.

Support activities associated with the recruitment and induction of partners.

Trust policies

Demonstrate a strong understanding of confidentiality and have an awareness of the Data Protection Act 1984.

Follow the Trusts policies and procedures which are relevant to the role.

Uphold the Trusts values and behaviours.

Adhere to locally adopted policies and procedures.

Other duties as appropriate within the grade and role. as agreed with line manager.

5. THE LEEDS WAY VALUES

Our values are part of what make us different from other Trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centered

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

Using Initiative

You will apply a degree of initiative to make judgements, without direct supervision and deal with matters independently on a daily basis whilst prioritising and managing your own workload accordingly. You will determine what help can be provided to the team to support and assist them in meeting team objectives.

Working Together

You will work and consult with internal/external contacts at a range of levels in a constructive and helpful way, as appropriate to achieve strategy objectives and local actions.

Communicating Effectively

You will have an excellent standard of written and spoken English and be able to communicate effectively both orally and in writing. You will use a variety of communications methods to provide information in a way that is accessible and easily understood.

7. INFECTION PREVENTION CONTROL

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

8. HEALTH AND SAFETY / RISK MANAGEMENT

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system

9. EQUALITY AND DIVERSITY

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT

The post holder will undertake all mandatory training required for the role as well as relevant training as necessary. The post holder will have an appraisal of performance each year and will be supported in their Continuous Professional Development to ensure knowledge, skills and expertise achieve personal objectives.

11. COMMUNICATION & WORKING RELATIONSHIPS

The Partner Programme Manager will be responsible for the supervision of the Administration and Communications Coordinator and is the immediate Line Manager. The Patient, Carer and Public Involvement Manager will act as line manager in the absence of the Partner Programme Manager.

12. SPECIAL WORKING CONDITIONS

i) PHYSICAL EFFORT:

Periods of concentration will be necessary and will include regular use of keyboards.

The postholder will be required to visit various areas of the Trust.

ii) MENTAL EFFORT:

Frequent periods of time where concentration is required to compile information for reports or to capture patient feedback. There may be frequent interruptions and the need to change from one activity to another at short notice.

iii) EMOTIONAL EFFORT:

iv) There may be some occasional direct or indirect exposure to emotional circumstances when dealing with service users or their relatives/carers either face to face or via telephone. There may also be some exposure to distressing information when, for example, dealing with paperwork.

v) iv) WORKING CONDITIONS:

The Partner Programme team and PCPI team are based at St Jamess Hospital at LTHT. However, by the very nature of the job, it will be necessary at times for the post holder to travel to all sites of the Trust and other organisations. Whilst the Trust provides a shuttle service between sites, on occasions the post holder will need to commute by alternate means in order to support the facilitation of events.

Due to the nature of this position, it may be necessary for staff to visit clinical areas and therefore staff are required to comply with the dress policy in clinical areas.

Job description

Job responsibilities

4. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Organisational skills

Arrange virtual and face to face meetings in a timely manner, which on occasion may be complex, requiring manipulation of diaries and rearranging of existing diary appointments.

Coordinate careful planning of events and workshops, including booking suitable venues and ensuring that the correct level of documentation is available in advance, providing additional support as requested by other colleagues.

Assist team members with compiling agendas, trackers, reports and relevant papers for meetings as required.

Process incoming emails in shared inboxes ensuring urgent items are dealt with in a timely manner.

Proactively manage action logs and trackers and ensure that assigned actions are being completed.

Minute taking

Manage multiple meeting notes in the workload.

Provide an accurate and legible record of information with meeting notes and distribute as appropriate in a timely manner.

Computer skills

Take responsibility for updating the teams public facing information sources including social media and the Trust internet and internal intranet pages.

Present data in a suitable format using Microsoft Office programs such as Word, PowerPoint, Excel and Publisher.

Ensure data systems are kept up to date and maintained in line with standard operating policy and procedures, whilst maintaining an efficient electronic filing system.

Create patient feedback surveys and distribute appropriately.

Support and carry out activities to ensure effective use of the city-wide engagement platform.

Working with people

Act as the first point of contact within the Partner Programme and PCPI teams, dealing with routine and specialist enquiries in a pleasant and professional manner.

Participate in relevant internal and external working groups and projects.

Take responsibility for booking partners onto relevant meetings and courses including mandatory training.

Engage with patients, the public and carers to obtain feedback, both in and out of hospital Trust settings.

Process expenses and mileage claims for Partners attending focus groups and workshops.

Support activities associated with the recruitment and induction of partners.

Trust policies

Demonstrate a strong understanding of confidentiality and have an awareness of the Data Protection Act 1984.

Follow the Trusts policies and procedures which are relevant to the role.

Uphold the Trusts values and behaviours.

Adhere to locally adopted policies and procedures.

Other duties as appropriate within the grade and role. as agreed with line manager.

5. THE LEEDS WAY VALUES

Our values are part of what make us different from other Trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centered

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

Using Initiative

You will apply a degree of initiative to make judgements, without direct supervision and deal with matters independently on a daily basis whilst prioritising and managing your own workload accordingly. You will determine what help can be provided to the team to support and assist them in meeting team objectives.

Working Together

You will work and consult with internal/external contacts at a range of levels in a constructive and helpful way, as appropriate to achieve strategy objectives and local actions.

Communicating Effectively

You will have an excellent standard of written and spoken English and be able to communicate effectively both orally and in writing. You will use a variety of communications methods to provide information in a way that is accessible and easily understood.

7. INFECTION PREVENTION CONTROL

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

8. HEALTH AND SAFETY / RISK MANAGEMENT

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system

9. EQUALITY AND DIVERSITY

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT

The post holder will undertake all mandatory training required for the role as well as relevant training as necessary. The post holder will have an appraisal of performance each year and will be supported in their Continuous Professional Development to ensure knowledge, skills and expertise achieve personal objectives.

11. COMMUNICATION & WORKING RELATIONSHIPS

The Partner Programme Manager will be responsible for the supervision of the Administration and Communications Coordinator and is the immediate Line Manager. The Patient, Carer and Public Involvement Manager will act as line manager in the absence of the Partner Programme Manager.

12. SPECIAL WORKING CONDITIONS

i) PHYSICAL EFFORT:

Periods of concentration will be necessary and will include regular use of keyboards.

The postholder will be required to visit various areas of the Trust.

ii) MENTAL EFFORT:

Frequent periods of time where concentration is required to compile information for reports or to capture patient feedback. There may be frequent interruptions and the need to change from one activity to another at short notice.

iii) EMOTIONAL EFFORT:

iv) There may be some occasional direct or indirect exposure to emotional circumstances when dealing with service users or their relatives/carers either face to face or via telephone. There may also be some exposure to distressing information when, for example, dealing with paperwork.

v) iv) WORKING CONDITIONS:

The Partner Programme team and PCPI team are based at St Jamess Hospital at LTHT. However, by the very nature of the job, it will be necessary at times for the post holder to travel to all sites of the Trust and other organisations. Whilst the Trust provides a shuttle service between sites, on occasions the post holder will need to commute by alternate means in order to support the facilitation of events.

Due to the nature of this position, it may be necessary for staff to visit clinical areas and therefore staff are required to comply with the dress policy in clinical areas.

Person Specification

Experience

Essential

  • Diploma level qualification or equivalent gained by experience and training.
  • Evidence of continued personal development.

Desirable

  • Degree or equivalent gained by experience and training
  • ECDL

Qualifications

Essential

  • Experience of being in an administrative role.
  • Experience of gathering feedback through face to face engagement
  • Experience of posting on social media platforms such as Twitter and an understanding of different audiences
  • The ability to work autonomously within the constraints of agreed policy & procedure.
  • Experience of planning and coordinating both virtual and face to face meetings, workshops or events.
  • Knowledge of the Data Protection Act and patient / staff confidentiality requirements.

Desirable

  • An understanding of the People and Communities Statutory Guidance
  • An understanding of the NHSE/I Patient Safety Strategy Framework for Involving Patients in Patient Safety
  • Knowledge of the Quality Improvement Strategy.
  • Experience of working in the health or social care sector
  • Experience of working alongside or supporting volunteers.
  • Experience of booking meeting rooms in LTHT
  • Experience of using a large platform to engage with a variety of stakeholders.

Skills & Behaviours

Essential

  • A flexible approach to work in order to prioritise and organise workload to meet various deadlines
  • Demonstrate a range of communication skills to develop effective relationships with staff, partners and colleagues
  • Ability to communicate effectively at all levels
  • Ability to work under pressure, whilst maintaining a positive professional and calm approach when communicating with colleagues.
  • Ability to problem solve when faced with risks or issues, understanding their implication
  • Ability to work in different environments.
  • An ability to creatively present information including flyers and presentations
  • Maintain a professional attitude.
  • Willingness to assist patients or their relatives during incidental contact.
  • Ability to use Outlook Calendar and Microsoft Teams to arrange meetings
  • To be highly proficient in the skill of minute taking during meetings
  • Excellent English skills, both written and verbal.
  • Highly confident using Microsoft Office applications effectively, including PowerPoint, Word and Excel and Outlook.

Desirable

  • Diary management experience.
  • Experience of organising meetings using Skype or Zoom
  • Experience of Microsoft Publisher and Visio
Person Specification

Experience

Essential

  • Diploma level qualification or equivalent gained by experience and training.
  • Evidence of continued personal development.

Desirable

  • Degree or equivalent gained by experience and training
  • ECDL

Qualifications

Essential

  • Experience of being in an administrative role.
  • Experience of gathering feedback through face to face engagement
  • Experience of posting on social media platforms such as Twitter and an understanding of different audiences
  • The ability to work autonomously within the constraints of agreed policy & procedure.
  • Experience of planning and coordinating both virtual and face to face meetings, workshops or events.
  • Knowledge of the Data Protection Act and patient / staff confidentiality requirements.

Desirable

  • An understanding of the People and Communities Statutory Guidance
  • An understanding of the NHSE/I Patient Safety Strategy Framework for Involving Patients in Patient Safety
  • Knowledge of the Quality Improvement Strategy.
  • Experience of working in the health or social care sector
  • Experience of working alongside or supporting volunteers.
  • Experience of booking meeting rooms in LTHT
  • Experience of using a large platform to engage with a variety of stakeholders.

Skills & Behaviours

Essential

  • A flexible approach to work in order to prioritise and organise workload to meet various deadlines
  • Demonstrate a range of communication skills to develop effective relationships with staff, partners and colleagues
  • Ability to communicate effectively at all levels
  • Ability to work under pressure, whilst maintaining a positive professional and calm approach when communicating with colleagues.
  • Ability to problem solve when faced with risks or issues, understanding their implication
  • Ability to work in different environments.
  • An ability to creatively present information including flyers and presentations
  • Maintain a professional attitude.
  • Willingness to assist patients or their relatives during incidental contact.
  • Ability to use Outlook Calendar and Microsoft Teams to arrange meetings
  • To be highly proficient in the skill of minute taking during meetings
  • Excellent English skills, both written and verbal.
  • Highly confident using Microsoft Office applications effectively, including PowerPoint, Word and Excel and Outlook.

Desirable

  • Diary management experience.
  • Experience of organising meetings using Skype or Zoom
  • Experience of Microsoft Publisher and Visio

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

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Employer's website

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


Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Employer's website

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


Employer contact details

For questions about the job, contact:

Jennifer Gaunt

jennifergaunt@nhs.net

Details

Date posted

11 September 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9298-CFN-0082

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF


Supporting documents

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