Communications, Engagement and Experience Coordinator

at  Ashford St Peters Hospitals NHS Foundation Trust

Communications, Engagement and Experience activity Researching and writing promotional stories for internal and external audiences including copy for the website, intranet, e-bulletin, social media and press releases Contributing to content and production of the ASPH/Alliance corporate magazine and publications Managing production of patient information, including liaising with internal departments, , liaison with printers and management of the patient information database Liaising with the photographer/videographer to arrange filming/photography schedules taking place across ASPH/Alliance Helping with production of communications and engagement material for example newsletters, posters, press notices Liaising with printers/design agencies/other suppliers including requesting quotations Assisting with event management and coordination including booking/organising corporate events/campaigns/stakeholder presentations on behalf of ASPH/Alliance To monitor the teams shared inbox and social media channels, directing incoming messages as appropriate for response To act as a point of contact for the media, ensuring enquiries are prioritised, logged and managed appropriately. Supporting the organisation of the ASPH/Alliance monthly Team Talks , including booking rooms, liaising with speakers and collating/producing material Taking responsibility for maintaining ASPH/Alliance organisational charts Taking responsibility for managing departments databases, including media contacts, stakeholder database, photo library, using own initiative for updating on a regular basis Managing all administration requirements of the CEE team including stationery ordering, ESR (staff database), maintaining holiday and training records Collating media cuttings Clerical/Administrative activity To be responsible for managing administration of the CEE department: To provide high-quality, comprehensive and confidential PA support to the Director of Communications, Engagement and Experience including diary management, meeting co-ordination and minute taking. Managing the booking of display tables/promotions across the ASPH/Alliance Distributing material around the ASPH/Alliance (e.g. magazine/posters/leaflets), including liaison with the volunteers Booking meeting rooms and arranging key corporate meetings such as Team Talk Acting as a key point of contact for the department, answering telephone calls, taking messages and helping with general enquiries to the CEE office Other administrative requirements including stationery ordering, invoice management, general filing and record keeping, ESR (staff database), maintaining holiday and training records for the team To assist in the maintenance of efficient and effective filing and retrieval systems, both electronic and paper based To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner To run and collate reports which may include reports for the board and senior management To input, monitor and check data/information required for finite and ongoing projects within the team To work with all team members in the collection of information for performance reporting on relevant team projects To raise purchase orders and invoices within the remit of the role To prepare agendas, taking minutes and distributing notes of meetings and also support agenda-setting through the maintenance of a forward plan of committee meetings Other duties Provide support to the CEE Team in the event of major incidents Carry out any other duties as required by the Director and Head of CEE This job description is an outline only and may be subject to change according to the needs of the service and in consultation with the post holder

Please refer the Job description for details