Communications and Administration Officer

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.