Meeting New Horizons
Healthwatch East Riding Administrative Assistant
Job Description

Job Title:Healthwatch East Riding Administrative Assistant

Responsible to:Healthwatch Delivery Manager

Based at:Brough Business Centre, Skillings Lane, Brough, HU15 1EN

Working Hours:20hours per week(over a minimum of 3 days)
Salary:£14,000 pa pro rata

Contract:Fixed term contract until 31 March 2016

Overall Objective:
To provide effective and efficient administrative support to Healthwatch East Riding of Yorkshire Board of Directors and staff team. Ensure that Healthwatch office is well-maintained with current and relevant information and promotional materials.
Scope:
Healthwatch East Riding of Yorkshire was established in April 2013 to become the new consumer champion for local health and social care services. Each Local Authority area in England has its own Healthwatch organisations and Healthwatch East Riding of Yorkshire is now the consumer voice on health and social care issues for the population of the whole of the East Riding. Meeting New Horizons has been contracted by East Riding Council to set up and support the development of this new organisation.
Specific Duties and Responsibilities:
  • Act as the first point of contact for enquiries by telephone, via website, email, text, post in to Healthwatch.
  • Manage paper and computer-based information systems (including data collection and entry) to ensure accurate and up to date information.
  • Ensure data filing and recording systems, both electronic and paper based, are maintained effectively and comply with Healthwatch East Riding Data Protection Policy.
  • Support the production of newsletters and leaflets to meet deadlines; including assisting other staff with formatting information, co-ordinating contributions, liaising with advertisers and other organisations.
  • Ensure all office systems are efficient and in working order and assist staff with general IT problems, use of web-based data and communication tools etc.
  • Organise and provide administrative support for events ranging from focus groups to major conferences (e.g. room booking, catering arrangements, handling enquiries and bookings, registration and liaison with delegates)
  • Organise and service Healthwatch Board and staff meetings, including preparing and distributing agenda and papers, minute taking and the accurate and timely writing-up and minutes, and organising room bookings and catering arrangements.
  • Manage routine correspondence and communications including email and postal mailings, and send out information as requested/agreed to external bodies such as mailing list, service users, and partner organisations.
  • Maintain and update relevant databases, including searching for information, data sorting etc.
  • Develop a system to monitor levels of Healthwatch literature in public outlets and ensure regular maintenance of stock levels.
  • Support the ongoing development and maintenance of the Healthwatch website and social media sites.
  • Deal with reimbursements, expense claims, petty cash, invoices and financial transactions in line with financial policies and procedures.
  • Develop and manage a team diary/calendar to enable efficient forward planning for meetings, events and other activities.
  • Assist the Healthwatch Delivery Manager and provide general admin support to the Healthwatch staff team.
  • Assist both the Engagement and Children & Young People Officers with delivery of effective and targeted communications using a wide range of different media.
  • Support the collection, management and dissemination of public views and feedback to enable effective analysis and use by Healthwatch East Riding in its work.
  • Support with the production of a range of reports including monitoring and evaluation reports, investigative reports and the Annual Report.
General Duties:
  • To ensure that members of your team and wider Meeting New Horizons/Hull CVS are kept adequately informed of your work as appropriate and that information is provided as requested by your line manager.
  • To participate in planning and team building activities within Meeting New Horizons and to contribute to the core operation and development of the organisation.
  • To take part in supervision / appraisal meetings as agreed in line with Meeting New Horizons policy.
  • To undertake in-service training as appropriate.
  • To respect confidentiality of all information acquired through working at Meeting New Horizons within the framework of the confidentiality policy.
  • To work in a self servicing capacity.
  • To adhere to Healthwatch and Meeting New Horizonspolicies and procedures.
  • To undertake any other duties commensurate with the level of responsibility of this post which you may be asked to undertake by the Meeting New Horizons CEO.