Administrative Assistant

A Vacancy at Nottingham University Hospitals NHS Trust. The Inclusion Team at Nottingham University Hospitals are looking for an administrative assistant specialising in digital media and communications to support our 'Inclusion For All' programmes of work arising from our Workforce Inclusion Strategy launching in early 2024. The post holder will provide enhanced administrative support to the Senior and wider Inclusion Team and Staff Inclusion Networks. Enhanced support includes media and digital communications. Staff Inclusion Networks will include; BME Network Staffability (Disability) Network LGBTQIA+ Network Neurodiversity Network Women’s Network The post holder will support the Inclusion Team with multimedia requirements for both print and digital use. The post holder will also be required to support with the proactive day-to-day planning and management of social media, (Twitter/Instagram) as well as monitor the Inclusion email account and staff inclusion networks inboxes. The post holder will be responsible for designing surveys, the Inclusion newsletter and any other related mailshots, using Microsoft Office SWAY, Publisher, or other relevant software. With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation. Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career! We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH. Arrange meetings and webinars virtually (both in-person and virtually) taking clear, accurate and concise minutes at these meetings. Use the outlook diary system and ensure diaries are up to date. Arrange events, forums, consultations and business conferences for the Inclusion Team and Staff Networks as requested by the Staff Network Chairs, using the full functionality of MS Teams. Book conference/meeting rooms and confirm arrangements as required. Provide a comprehensive secretarial service to the aforementioned team and staff inclusion networks, including typing general correspondence, notes of meetings and maintaining action logs. Maintain electronic brought forward system daily and bring forward papers for meetings as required, check agendas and attach any papers required for meetings, chase unanswered correspondence. Liaise with all grades of staff/members of the public. Answer telephones and deal effectively with enquiries or passing on messages as appropriate in a professional and competent manner. Escalation of queries as appropriate. Co-ordinate the department’s post, opening and distribution. Keep a post tracker to ensure mail is actioned. Forward mail inappropriately addressed. To assist in the production and preparation of training and presentation material, including the use of power point presentations. Support all engagement events as a member of the Inclusion Team delivering aspects of training at corporate induction, deputising for the Project Support Officer with responsibility for inclusion training. To assist in the production of data as necessary such as lists, charts, graphs, spreadsheets undertaking analysis of data as required. Deal with confidential matters on behalf of the Senior Inclusion Team and Staff Inclusion Network Chairs, maintaining confidentiality at all times. Attending meetings within and without the department to take minutes and/or notes of the meeting, updating action logs and distribute as appropriate. Support and develop any apprentice or intern joins the team. Work with colleagues to ensure adequate cover during periods of leave and sickness absence. Provide cover, as necessary, for the other administrators within the department. Support the inclusion team with the design requirements for digital communications and print, designing and creating for both platforms including campaign development, liaising with the Trust Comms team. Lead the proactive planning and monitoring/responding to the Inclusion Team and Staff Inclusion Networks digital communication channels on a daily basis (including social media), responding directly to any comments, complaints or compliments or passing them on to managers/service areas to respond as appropriate. To lead on photography and video requirements for the PINC team, including managing all digital media files for the team with support from wider team members as needed. Create and publish (with content provided by the Project Support Officer, Head of EDI and other senior colleagues) web and intranet copy that is fit for purpose taking into consideration the appropriate audiences. Implement quality control on written and illustrative online content, linking with the NUH Communications team to ensure branding consistency. Create and publish content for newsletters, videos, leaflets and other print media to deadlines, adjusting at short notice, to ensure projects are published within appropriate timescales. Ensuring all content is compliant with current legislation or health policy. To monitor and respond to dedicated Inclusion tea and staff network Social media accounts. To be responsible for safe use and storage of all related equipment, identifying future equipment needs to include related software. Be fluent in the capabilities of MS teams and other conferencing platforms, liaising with ICT and other stakeholders to ensure access to and full functionality for meetings (editing). Be competent and have knowledge of using various design and editing packages. Be able to work independently and manage own workload to make effective use of time and resources. Work flexibly (occasionally out of hours) and undertake other duties commensurate to the grade as required. Any other duties/projects as may reasonably be required within the band of this post This advert closes on Sunday 16 Jun 2024