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Wellbeing officer job description
Job Role / Wellbeing OfficerRemuneration / £19,500 per annum
Hours / 35 hours per week. The post holder will be expected to work flexibly and may be asked to undertake overnight stays and evening and weekend work.
Leave / 25 days per annum plus statutory Bank Holidays
Contract type / 2 years fixed term
Responsible to / Wellbeing Manager
Overall purpose / To provide highly effective and efficient administrative support, co-ordination and development of wellbeing services under the supervision of the Wellbeing Manager.
Main duties and responsibilities
Co-ordination of wellbeing services / A. Source and book venues for service delivery/events and volunteer training sessions, including weekend residentials, coordinate travel, hotel and catering arrangements
B. Manage the day-to-day delegate booking/registration and confirmation processes for service delivery/events
C. Ensure all data that may be required (such as for marketing, auditing, evaluation and monitoring purposes) is recorded and monitor and produce reports as requested, for example, on service use
D. Ensure provision of appropriate feedback mechanisms for service users, collate results, review data, produce reports and ensure results are fed back to relevant colleagues and workshop/material reviews
E. Ensure provision of service materials, ensuring they are available at events/on the charity website as appropriate
G. Provide other support in the provision of wellbeing services as reasonably requested
H. Deal with wellbeing enquiries to the service
Contribution to service development / A. Ensure provision of mechanisms to seek and include views of pharmacists and pharmacy organisation in the design, review and assessment of services
B. Contribute to review of services and planning and development of new/revised services
C. Maintain/develop relationships with stakeholders to identify potential audiences for delivery of wellbeing services
D. Contribute to the content and design of wellbeing information, such as fact sheets, articles, social media posts and material for the website
E. Provide wellbeing taster sessions to interested groups across the profession
Liaison with suppliers / A. Liaise closely and actively with trainers and other service providers/suppliers to ensure efficient and timely delivery of services, resolving issues or, where appropriate, referring to the Wellbeing Manager or Head of Operations for resolution
Provision of other support / A. Attend meetings as requested and supply secretarial support: set agendas in consultation with the Wellbeing Manager and others as required, take accurate and well-written meeting notes, ensure these are checked and distributed in a timely fashion and monitor the completion of action points as appropriate
B. Maintain and use an up-to-date contacts database for the wellbeing service
C. Ensure that relevant colleagues are well briefed on sector, supplier matters which come to your attention in your communications with those associated with the wellbeing service
D. Report issues requiring resolution at a higher level in a timely manner
Financial administration / A. Support the Wellbeing Manager to maintain a clear overview of the wellbeing budget. Take responsibility for processing and keeping systematic track of all invoices/receipts received in relation to the charity’s wellbeing service, in liaison with the bookkeeper.
B. Keep up-to-date records and explanatory notes in a state that facilitates clear communication of the financial situation at any stage to internal colleagues, the Chief Executive, Trustees and other partners as requested
Communication / A. Reinforce and promote good two-way communication with all partners (internal and external), suppliers, stakeholders their representatives
B. Present a positive image of Pharmacist Support in all dealings with others associated with the project and its activities
C. Contribute to the effective promotion of the charity and its wellbeing services, as a member of the internal staff communications group and, as requested, by delivering presentations and training sessions and by attending other events
Equal opportunities / A. Demonstrate a commitment to equality and the positive value of diversity
Person Specification
A minimum of 2 years’ recent administrative experience / ü
Effective time management and organisational skills with the ability to prioritise tasks and meet deadlines
/ ü
Excellent IT skills including use of MS Office, in particular Excel, Word and Outlook as well proficiency in the use of databases. Experience of producing and maintaining spread sheets, databases and diaries to a high standard / ü
Experience of providing administrative support for events and training type seminars / ü
Ability to reconcile and monitor financial information / ü
Ability to work independently at times with minimal supervision / ü
Ability to provide attention to detail to ensure high quality standards of work are maintained / ü
Excellent written and verbal communication skills with the ability to communicate confidently with a range of people across the pharmacy profession / ü
Experience of delivering presentations and facilitation of groups / ü
An understanding of wellbeing issues in professional working life and in particular in relation to pharmacists, pharmacy trainees and students / ü
Ability to work as part of a team, to deliver dedicated services as part of the overall aims of the charity / ü
Ability to work within an equalities framework, that values diversity and promotes inclusion / ü