Business Administration Assistant

Candidate Pack

  • Welcome02
  • Job Description03
  • Terms and Conditions04
  • Person Specification05
  • Recruitment Timetable06

Welcome

Dear Potential Business Administration Assistant

I am pleased that you have enquired about the opportunity to become the Business Administration Assistant at Ways to Wellness. This is a great opportunity for an experienced administrator or someone with related skills to work in a varied role within a small, friendly team.

Ways to Wellness is a pioneering, not-for-profit organisation delivering social prescribing ‘at scale’. Social prescribing is the use of non-medical interventions to achieve sustained lifestyle change and improved self-care among people with long-term health conditions who live in the west of Newcastle.

Ways to Wellness is the first social impact bond (SIB) funded service in health in the UK. With a seven year NHS contract with the NHS Newcastle Gateshead Clinical Commissioning Group (CCG), Ways to Wellness receives outcome-based payments from the CCG, The Big Lottery Fund and the Cabinet Office when outcomes are achieved for patients. Ways to Wellness has two main targets for patient outcomes: (a) improved patient wellbeing and (b) reduced hospital costs.

The Ways to Wellness social prescribing service started in April 2015 and over 3,700 patientshave been referred to the service since then.Ways to Wellness aims to work with approximately10,000 patients over seven years. Ways to Wellness sub-contracts three local community and voluntary sector providers (Mental Health Concern, Changing Lives and First Contact Clinical) who employ25 Link Workers to deliver the Ways to Wellness service to patients.

Ways to Wellness receives a significant amount of local and national attention for its innovative service. This position is an opportunity to be part of an exciting, ground-breaking service that aims to make a difference in the lives of some of the most vulnerable people in our communities.

Ways to Wellness has a committed and experienced staff team of 2 others in its central office, where this position would be based. Ways to Wellness Link Workers are located with the service provider organisations. Ways to Wellness has12non-executive directors and trustees on the Boards for Ways to Wellness Limited, the operating company, and Ways to Wellness Foundation, the charity which owns the operating company.

We are looking for an Administration Assistant to provide a range of administrative support across the staff team and the organisation. The ideal candidate will be enthusiastic about Ways to Wellness’ mission, hard-working, and able to use their initiative to work independently as well as part of a supportive team. You will need to have strong organisational and communication skills, proven administration experience, excellent knowledge of Microsoft Office, and a good eye for detail. Strong writing skills would be an advantage.

The closing date for applications is 12 noon on Wednesday 10th of January 2018, with interviews being held on Tuesday16th of January 2018.

Please emailany queries and/or your completed application form (attached)and CV to Amie Callan, Ways to Wellness Finance and Contracts Manager: post it to Amie Callan, Ways to Wellness, 2ndFloor, Business Innovation Facility, Biomedical Research Centre, Centre for Ageing and Vitality, Newcastle University, Newcastle upon Tyne NE4 5PL.

Yours sincerely

Tara Case

Chief Executive

Ways to Wellness

Job Description: Business Administration Assistant

This post is an opportunity for the successful candidate to draw on existing skills and experience while learning additional business, administrative, basic data management and communication skills in a busy socially-minded business. Active experiential learning, shared expertise and access to external courses will be provided to support learning, training and professional development.

Key Emphasis

Reporting to the Finance and Contracts Manager, the Business Administration Assistant’s role will be to support the Finance and Contracts Manager and Chief Executive in the maintenance of robust, effective business administration and communication systems, thereby providingWays to Wellness with the necessary support to assist with the delivery of our objectives.

Key Tasks

Office and Administrative Support

  • Undertake reception duties and deal with enquiries from the general public, stakeholders, service providers and other organisations. This will involve acting as the first point of contact by email, telephone and face to face.
  • Carry out day to day administration such as photocopying, filing, shredding,backing up computer files, printingmeeting documentation, booking meeting rooms, monitoring generic email inbox, monitoring office priority action lists, etc.
  • Maintenance of key documents, for example, contacts list, referral numbers, service provider staff list, training records, tracking outstanding items of work for self and team, etc.
  • Help prepare meeting rooms and refreshments for all visitors, greeting delegates and offering to prepare drinks for all visitors and other team members at meeting times; tidying meeting rooms after use.
  • Work with the staff team to support event planning and delivery.
  • Provide support to the CEO and Finance and Contracts Manager with diary management.
  • Organise staff or guest travel bookings (mostly UK based), as needed.
  • Support the Ways to Wellness staff, Boards and Committees to arrange meetings, attend and minute meetings, including maintaining action logs.
  • Assist the Finance & Contracts Manager in the purchase of office supplies and promotional materials, including tracking and maintaining stock control.
  • Arrange IT access and induction materials for Link Worker staff (employed by subcontracted service provider organisations)

Data Captureand Communication Responsibilities

  • Check and input key data from the management information system into various spreadsheets, for example, referral numbers (training will be provided).
  • High level data analysis, report generation and/or resolving data quality issues (training will be provided).
  • Support to update the Ways to Wellness website (training will be provided), possibly including supporting social media communications
  • Support the dissemination of surveys and feedback questionnaires to a range of stakeholders.

Other:

  • To provide any other support as directed by Ways to Wellness staff and the Chair of the Board. This position will be based in the Ways to Wellness small central team so there is a need to be flexible about sharing tasks and assisting the other members of staff in their work duties, when indicated
  • To undertake any other duties commensurate with the grade
  • Working late (until 6:30pm) may be required up to one day per month.

Terms and Conditions

Salary:This post is offered in the range of £16,500 to £17,500 per annum, dependent upon skills and experience.

Contract:Permanent contract subject to a 6-month probationary period.

Hours:37 hours per week excluding lunch breaks (full-time). Working pattern can be flexible to a degree; to be agreed with the successful applicant.We will consider applicants who wish to work part-time.Ways to Wellness’ core hours are typically 9am to 4:30pm. Working late (until 6:30pm) will be required up to one day per month. Furtherwork outside of core hours may be required according to the demands of the job.

Notice:Notice to terminate employment is one month by either side (1 week during probationary period).

Holidays:25 days paid holiday(for full-time position) plus Bank Holidays.

Pension:Ways to Wellness will contributeup to the equivalent of 5% of your gross salary to match yourequivalent contribution.

Location:Ways to Wellness’ office is based on the2nd Floor, Business Innovation Facility, Biomedical Research Centre, Centre for Ageing and Vitality, Newcastle University, Newcastle upon Tyne NE4 5PL. Working at other locations in the North East (largely in or near Newcastle) to attend meetings and events may be required infrequently.

Expenses:Ways to Wellness will pay for staff travel and subsistence if an employee is requested to travel as part of their role (outside of commuting to work).

Person Specification: Business Administration Assistant

Skills Required

Essential:

  • Excellent organisational skills
  • Excellent working knowledge of MS Office Outlook, Excel and Word.
  • Proven ability to process information accurately with attention to detail
  • Strong writing skills
  • Evidence of continued learning,demonstrating application of learning and feedback received from experience on the job
  • A confident communicator; enthusiastic and energetic
  • Committed to supporting effective team working,supporting other members of the team
  • Willing to learn new processes and skills; driven to develop improvements
  • Ability to work under pressure, with minimal supervision, to agreed deadlines
  • Ability to work independently and to follow processes and prioritise work efficiently
  • Supportive of Ways to Wellness’ commitment to implementing equal opportunities and promoting diversity
  • Ability to respond flexibly and sensitively to the needs of Ways to Wellness staff, providers, directors/trustees, partners and stakeholders to sustain positive relationships
  • Flexibility to work with a degree of uncertainty and complexity in a developing field
  • Strong work ethic

Desirable:

  • Previous experience in an administration role
  • Qualification in business and/or administration
  • Use of databases (Excel) and/or information management systems
  • Experience of supporting event organisation

Recruitment Timetable

Deadline for Receipt of Applications:Wednesday 10th January 2018 (12 noon)

Invites to interview:Friday 12thJanuary 2018

Interview Date:Tuesday16thJanuary 2018

Please assume that if you have not heard from us by Monday15th January2018then unfortunately your application has not been successful

Ways to Wellness FoundationRegistered Charity: 1161123

Ways to Wellness LimitedCompany number: 08798423

Rm 2.15, Business Innovation Facility, Campus for Aging and Vitality

Newcastle University, Nuns Moor Road, Newcastle upon Tyne NE4 5PL