Job summary
- Main area
- 317 HR Staff Social 341049
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 317-2024-51-054
- Employer
- The Newcastle upon Tyne Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Regent Point
- Town
- 317 Regent Point
- Salary
- £24,071 - £25,674 pro rata
- Salary period
- Yearly
- Closing
- 20/01/2025 23:59
- Interview date
- 05/02/2025
Employer heading
Staff Social Club Administrator
Band 3
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job overview
This is an incredibly unique opportunity to support in enhancing the staff experience at Newcastle Hospitals through social, cultural and recreational activities.
Our Staff Social Club is a virtual social club with almost 9,000 members, offering access to a monthly lottery, subsidized events and access to join onsite fitness centres.
Reporting to the Staff Social Club Manager, you will provide administrative support, ensuring an efficient, high-quality service is provided at all times to members. Including but not limited to answering calls, emails and liaising with new and existing members, dealing with all day-to-day enquiries.
As a Staff Social Club Administrator, you will organise and participate in Staff Social Club events, including processing event applications, allocating seating, and sending tickets/vouchers. Ultimately ensuring that all administrative systems and databases are accurate and up to date.
You will also assist in maintaining all information on the Staff Social Club website, social media and advertising throughout the Trust, ensuring content and creation is on brand, accurate and relevant.
You will need to have a passion for events and social activities, have a keen eye for detail, as well as knowledge of the local area and businesses.
- Interview Date Wednesday 05 February 2025
- 22 Hours 30 Minutes/Week
NO AGENCIES PLEASE
Main duties of the job
In this role you’ll provide administrative support and act as a first point of contact for members/potential members of the Staff Social Club. You will be responsible for day-to-day operational issues and queries from members, providing support and advice to all staff in relation to the Staff Social Club.
You will ensure that all Staff Social Club payments are up to date and flag any issues to the Staff Social Club Manager when problems arise, as well as liaising with suppliers, Finance and Payroll to ensure event invoices are paid in a timely manner.
You’ll communicate effectively, in a friendly manner, with colleagues from all levels and disciplines across the organisation, as well as outside agencies such as booking agents and gym equipment suppliers.
As well as undertaking the administrative tasks surrounding all Staff Social Club events, you may be required to provide additional operational support on an ad hoc basis throughout the year, which includes the occasional evening and weekend.
In this role, you will have the opportunity to make a real difference in helping grow and maintain our Staff Social Club. Assisting in improving our service that supports the staff of Newcastle Hospitals.
This is a rewarding and fast-paced role where no two days are the same.
Working for our organisation
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service
• Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Detailed job description and main responsibilities
- Provide administrative support to the Staff Social Club Manager, ensuring an efficient, high-quality service is provided at all times to members of the Staff Social Club and the Committee.
- To answer the telephone and emails and be able to deal with enquiries.
- Organise and participate in events and presentations in relation to the Staff Social Club such as processing event application forms and tickets.
- Ensure systems are accurate and up to date.
- Maintain and develop appropriate administrative systems/databases to support the smooth operation of the Staff Social Club.
- Maintain information on Staff Social Club website.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Person specification
Qualifications & Education
Essential criteria
- 5 GCSEs at Grade 4 or equivalent qualification in a relevant subject, or equivalent level of experience
Desirable criteria
- Recognised IT qualification
Knowledge & Experience
Essential criteria
- Previous event administration support
- Significant previous administrative experience
- Excellent IT skills and knowledge: o Windows based software experience o Proven Microsoft Excel experience o Excellent keyboard skills and IT skills o knowledge of Microsoft Office based software
Desirable criteria
- Previous NHS experience
- Knowledge of Staff Social Clubs and small lotteries
- Previous telephone experience
- Previous experience of promotional work including: o Websites o Events o Presentations & promotional material
Skills & Abilities
Essential criteria
- Excellent communication and interpersonal skills
- Excellent organisational skills Ability to work unsupervised: o Prioritise work as necessary and use own initiative o Work well under pressure and prioritise daily tasks to deliver to tight deadlines o Ability to Multitask
- Understanding of confidentiality
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Katie Firth
- Job title
- Staff Social Club Manager
- Email address
- [email protected]
- Telephone number
- 0191 2820654
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