Job summary
We are looking for an enthusiastic assistant to join a small team responsible for managing the membership function at the Trust. The role is varied and interesting and as well as administrative duties, would involve attending internal and external events.
This is a varied and interesting role which involves interaction with lots of internal and external customers and stakeholders.
You would be well supported in the role in order to help you to develop to your full potential, and full training in the role would be provided.
Main duties of the job
The main purpose of the role is to provide efficient administrative support to the Membership and Engagement Manager.
The main duties include setting up and attending meetings and taking notes at the meetings; updating the membership database; dealing with membership enquiries by telephone and e-mail; registering new members; setting up and taking part in internal and external engagement events; liaising with the Trust's governors about meetings and admin issues.
About us
We employ more than 6,500 staffwho deliver compassionate care from our two main hospitals,Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, healthcentres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT.
We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services.
We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.
We continue to modernise and invest in our health services to build on our strong reputation.Foundation trusts are public leaders in improving quality in health services. They are part of the NHS- yet decisions about what they do and how they do it are driven by independent boards. Boardslisten to their Council of Governors and respond to the needs of their members - patients, staff andthe local community.
Foundation trusts provide what the health service wants, yet are also free to invest quickly in thechanges to the local community needs, in striving to be the best, and in putting their patients first.
Job description
Job responsibilities
The main responsibilities of the job are to:
- Process new member applications received: adding them to the Membership database; acknowledging receipt using the appropriate e-mail.
- Ensure the Membership database is up-to-date at all times, running data quality reports and staff imports on a weekly basis and updating the database as necessary.
- Take all telephone calls received in the Membership Office, dealing with queries or escalating as necessary.
- Set up user panels for interviews for senior posts in conjunction with Medical HR and maintain an accurate record of user panels.
- Assist the Membership and Engagement Manager with training up members and governors in how to conduct user panel interviews.
- Provide administrative support to the four Divisional Reference Groups and the Estates and Facilities Services Group, to include setting up meetings, taking notes at meetings, producing Action Logs after the meetings and assisting the Membership and Engagement Manager to complete any actions arising from the meetings.
- Act as contact point for the Membership Managers group, adding and deleting members as necessary and advising the group of changes; seek advice and best practice on membership or governor issues from the group as necessary and respond to requests for advice/feedback from members of the group.
- Assist the Membership and Engagement Manager with actioning any e-mails received in the Contact Your Governor inbox in accordance with the agreed process.
- Monitor e-mails received in the Membership Office inbox and action as necessary.
- Liaise with governors by e-mail, telephone and MS Teams as necessary.
- Assist with the production and distribution of the members newsletter, Foundation News.
- Set up ad-hoc Teams meetings on behalf of the Membership and Engagement Manager as required.
- Set up informal governors meetings and staff governor meetings with the Chair.
- Provide administrative support to the Membership and Engagement Working Group: setting up meetings; taking notes at meetings; producing Action Logs after the meetings.
- Monitor supplies of stationery for use by the Membership Office, re-ordering where necessary.
- Assist with the design and production of publicity material for membership recruitment and engagement activities.
- In conjunction with the Communications Team, set up regular social media posts to promote member recruitment and engagement activities.
- Assist the Membership and Engagement Manager with the annual governor elections process.
- Keep the Membership pages on the intranet and website up-to-date using typo3 software.
- Attend membership events with the Membership and Engagement Manager to take part in recruitment and engagement activities.
- Update the Membership Office annual workplan as necessary.
We are looking for someone with excellent customer service skills and communication skills as the role involves dealing with a variety of customers. These include members of the Trust, the Trust's governors, senior managers and the Chair of the Trust.
We are looking for someone who is organised and able to work to deadlines, with previous experience in a clerical/admin role that has involved the use of IT.
We would prefer you to have previous experience in an NHS role but this is not essential.
Job description
Job responsibilities
The main responsibilities of the job are to:
- Process new member applications received: adding them to the Membership database; acknowledging receipt using the appropriate e-mail.
- Ensure the Membership database is up-to-date at all times, running data quality reports and staff imports on a weekly basis and updating the database as necessary.
- Take all telephone calls received in the Membership Office, dealing with queries or escalating as necessary.
- Set up user panels for interviews for senior posts in conjunction with Medical HR and maintain an accurate record of user panels.
- Assist the Membership and Engagement Manager with training up members and governors in how to conduct user panel interviews.
- Provide administrative support to the four Divisional Reference Groups and the Estates and Facilities Services Group, to include setting up meetings, taking notes at meetings, producing Action Logs after the meetings and assisting the Membership and Engagement Manager to complete any actions arising from the meetings.
- Act as contact point for the Membership Managers group, adding and deleting members as necessary and advising the group of changes; seek advice and best practice on membership or governor issues from the group as necessary and respond to requests for advice/feedback from members of the group.
- Assist the Membership and Engagement Manager with actioning any e-mails received in the Contact Your Governor inbox in accordance with the agreed process.
- Monitor e-mails received in the Membership Office inbox and action as necessary.
- Liaise with governors by e-mail, telephone and MS Teams as necessary.
- Assist with the production and distribution of the members newsletter, Foundation News.
- Set up ad-hoc Teams meetings on behalf of the Membership and Engagement Manager as required.
- Set up informal governors meetings and staff governor meetings with the Chair.
- Provide administrative support to the Membership and Engagement Working Group: setting up meetings; taking notes at meetings; producing Action Logs after the meetings.
- Monitor supplies of stationery for use by the Membership Office, re-ordering where necessary.
- Assist with the design and production of publicity material for membership recruitment and engagement activities.
- In conjunction with the Communications Team, set up regular social media posts to promote member recruitment and engagement activities.
- Assist the Membership and Engagement Manager with the annual governor elections process.
- Keep the Membership pages on the intranet and website up-to-date using typo3 software.
- Attend membership events with the Membership and Engagement Manager to take part in recruitment and engagement activities.
- Update the Membership Office annual workplan as necessary.
We are looking for someone with excellent customer service skills and communication skills as the role involves dealing with a variety of customers. These include members of the Trust, the Trust's governors, senior managers and the Chair of the Trust.
We are looking for someone who is organised and able to work to deadlines, with previous experience in a clerical/admin role that has involved the use of IT.
We would prefer you to have previous experience in an NHS role but this is not essential.
Person Specification
QUALIFICATIONS / TRAINING
Essential
- GCSE (or equivalent) A*-C/grades 9-3 in Maths and English
Desirable
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Recent experience in a clerical role
- Experience in the use of IT to produce reports, documents
- Experience of dealing with internal and external customers
Desirable
- Previous experience in an NHS setting
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Excellent interpersonal and communication skills
- Excellent customer service skills
- Ability to work effectively as part of a team
- Effective time management skills
- Ability to liaise confidently with senior colleagues in the organisation
- Excellent computer skills with experience of Microsoft programs
- Excellent organisational skills
Person Specification
QUALIFICATIONS / TRAINING
Essential
- GCSE (or equivalent) A*-C/grades 9-3 in Maths and English
Desirable
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Recent experience in a clerical role
- Experience in the use of IT to produce reports, documents
- Experience of dealing with internal and external customers
Desirable
- Previous experience in an NHS setting
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Excellent interpersonal and communication skills
- Excellent customer service skills
- Ability to work effectively as part of a team
- Effective time management skills
- Ability to liaise confidently with senior colleagues in the organisation
- Excellent computer skills with experience of Microsoft programs
- Excellent organisational skills
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.
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).
Additional information
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.
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
Calderdale and Huddersfield NHS Foundation Trust
Address
Huddersfield Royal Infirmary
Acre Street
Lindley, Huddersfield
HD3 3EA
Employer's website
https://www.cht.nhs.uk (Opens in a new tab)
