Application Pack s6
APPLICATION PACK
Healthwatch Administrator
Part
October 2017
Dear Applicant
Thank you for your interest in the Healthwatch Administrator vacancy. You will find the following documents included in this pack:
- About our application process
- Background information about Healthwatch Wakefield
- A job profile and person specification for the post
- An equal opportunities monitoring form
The closing date for applications is Wednesday October 25th 2017.
Application forms and the equal opportunities monitoring form should be emailed to or posted to:
Vacancies
Healthwatch Wakefield Limited
11-13 Upper York Street
Wakefield
WF1 3LQ
Interviews are currently planned for Thursday November 2nd 2017.
If you have any questions about the process, or you would like to have an informal discussion about the post, please contact me on 01924 787379.
Yours sincerely
Nichola Esmond
Healthwatch Wakefield CEO
Background information about Healthwatch Wakefield
Healthwatch is an initiative set up by the Government in 2013 to make sure people are able to influence and challenge health and social care services. Every local area has one. Healthwatch covers services provided by hospitals, care homes, GP surgeries, home care services and many others. Healthwatch Wakefield is the local Healthwatch for Wakefield District. You can find out more about our work at our website at www.healthwatchwakefield.co.uk.
Healthwatch Wakefield has a team approach in that local health and care intelligence is considered jointly with relevant stakeholders; priorities are set; and staff and volunteers work together to investigate the agreed key work areas. We have a focus on achieving positive outcomes to improve local health and social care services, using a strong evidence base to support our work.
The Healthwatch Wakefield contract is commissioned through Wakefield Metropolitan District Council. From April 2016 Healthwatch Wakefield Limited became a fully independent organisation and is therefore the employer of all Healthwatch Wakefield staff.
Healthwatch has a number of statutory functions that it must fulfil, as follows:
1. Promoting and supporting involvement of local people in commissioning, provision and scrutiny of local care services.
2. Enabling local people to monitor local care services and whether/how they could/ought to be improved.
3. Obtaining views of local people regarding their needs for, and experiences of, local care services and making these views known.
4. Making reports and recommendations about how local care services could or ought to be improved. These should be directed to commissioners and providers, and people responsible for managing or scrutinising services and shared with Healthwatch England.
5. Providing advice and information about access to local care services so choices can be made about local care services.
6. Formulating views on standard of provision and whether and how the local care services could and ought to be improved.
7. Making recommendations to Healthwatch England to advise the Care Quality Commission to conduct special reviews or investigations (or, where the circumstances justify making such recommendations direct to the CQC); and to make recommendations to Healthwatch England to publish reports about particular issues.
8. Providing Healthwatch England with the intelligence and insight it needs to enable it to perform effectively.
Working at Healthwatch Wakefield
Healthwatch Wakefield is a small organisation with a very wide remit, working in an ever-changing environment. This means that staff and management have to respond to both internal and external opportunities, sometimes in a short timescale. As a result, the pace of work can be very fast. However we have a relatively informal working environment and the organisation is very friendly. Staff members working at Healthwatch Wakefield have many opportunities to develop their skills and experience and to prioritise and manage their own workload on a day to day basis. We are therefore looking for people who enjoy a 'can-do' approach and are able to find ways and means to undertake work when solutions may not always be initially obvious, and people who relish a busy, collaborative working atmosphere.
Terms and conditions
An Employee Handbook exists which covers our written terms and conditions. For information they include:
- 25 days a year holiday plus bank holidays plus three days between Christmas and New Year (pro rata for part time staff)
- 5% employer salary contribution to a stakeholder pension scheme (and 4% employee contribution)
- Flexi-time
Job share applications
- All full time posts are available for job share.
- If two people wish to apply as one candidate both should complete the first five pages of the application form and you can then decide whether to respond to the specific questions on one form or on two separate forms. Please provide a covering letter explaining how you have completed your application.
Organisational Tree – September 2017
About our recruitment process
The person specification
Our application process is based entirely on the person specification which is contained in the information about the particular post you are interested in. It is therefore very important that you read this document to see how you feel you meet the requirements we feel are needed to enable someone to meet the job profile.
The application form
The form has been designed to be as easy to complete as possible. Therefore please ensure you read all the instructions and provide all the information requested. If you are hand writing the form, please do so in black ink and write as clearly as possible.
Do not include a CV as these will not be considered as part of the process.
Shortlisting
When shortlisting, we will go through the specification and look at all the criteria listed to see whether you can show you meet them. It is therefore useful to give as much information as you can within the space allocated. For example, if the spec says 'Experience of preparing accounts' please do not just say something like 'I can prepare accounts' but rather 'I have experience of preparing accounts having been responsible for preparing the books for ABC Community Association for 3 years. This work included preparing the budgets, undertaking all the bookkeeping, producing regular reports of our income and expenses against the budget for the management committee, liaison with the Auditor and presenting the audited accounts to the committee'.
Interview
The interview is designed to find out how each candidate meets the person specification. You will be asked to give a presentation and/or to undertake an active task at the interview. There will be a formal interview panel and a less formal conversation with a patient/stakeholder panel as well. We suggest you allow about 2 hours for the full interview process.
References
We reserve the right to take up references. Any offer of employment is subject to our receiving satisfactory references.
Unpaid work
Please remember that unpaid work experience can be as important as paid work experience. For that reason we include a specific page for this.
Eligibility to work in the UK
English law requires that all employers check that everyone they employ is legally eligible to work in the UK. As an equal opportunities employer, Healthwatch Wakefield will therefore require all successful candidates to provide this proof prior to starting work. The Home Office has provided a detailed list of what documents provide the proof. If you would like to discuss this further please do contact us.
Healthwatch Administrator
Job Description
Responsible to: Healthwatch Chief Executive Officer
Salary: £18,606 pa pro rata (actual salary £11,163)
Hours: 22.5 hours per week (flexible within normal office hours Monday -
Friday 9am -5pm)
Holidays: 25 days + bank holidays + three days between Christmas and New Year per annum (pro rata)
Employing Body: Healthwatch Wakefield
Place of Work: Central Wakefield
Job Purpose
The role of the Healthwatch Administrator is to co-ordinate office administration to enable the organisation to work efficiently and in compliance with policies and procedures. The role also supports the Macmillan funded Yorkshire Cancer Patient Forum for half a day per week.
Main duties and responsibilities
1. Provide administrative support within the organisation, to include:
a. Producing emails, letters, reports and spreadsheets.
b. Establishing and maintaining filing and other office systems as appropriate.
c. Providing an efficient and friendly reception function where necessary, including answering phones, greeting guests and supporting meetings and events.
d. Assist with website update and development.
e. Support for marketing and communications materials – email, flyers, social media etc.
f. Contribute and assist communications via social media platforms.
g. Maintaining the Healthwatch CRM database, including input of feedback and production of reports as required.
h. Input of surveys using online survey tools e.g. Smart Survey when required.
i. Taking minutes of meetings.
2. Manage stationery and office equipment, including ordering, stock keeping and maintaining register of assets.
3. Manage the policies and procedures schedule, ensuring regular and timely reviews.
4. Contribute to the organisation of events and activities planned by Healthwatch Wakefield.
5. Provide administrative support to the CEO as required.
6. Such other duties as may be considered appropriate with due regards to the salary and responsibilities of the post.
7. Approximately half a day per week to be spent providing administrative support as above for the Macmillan funded Yorkshire Cancer Patient Forum, including specifically:
a. Organising and servicing YCP Forum related events and meetings, managing attendance registers, utilising Eventbrite (and similar systems), making records of events and taking more formal minutes as required.
b. Establishing and maintaining new filing and other office systems as appropriate (including the management of a shared YCP Forum diary system (via Outlook or similar)).
c. Support database and Excel spreadsheet updating and input as part of the YCP Forum 'team'.
d. Some support to the Forum in relation to website development and social media.
Expectations
A) To attend and contribute to relevant meetings, annual strategic review meetings and other meetings as required.
B) To attend and contribute to supervision, appraisal process and staff training and any other training identified as appropriate for the role.
C) To ensure that all responsibilities and activities within this post are consistent with the terms and spirit of Healthwatch Wakefield's Equal Opportunities policy.
D) To adhere to the principles of the Data Protection Act and ensure there is an appropriate level of confidentiality and security of Healthwatch Wakefield's work.
E) To travel to meetings throughout Wakefield district and beyond, this may require the need for an overnight stay.
F) To occasionally work unsociable hours, e.g. attending evening or weekend meetings.
G) The nature of the post will require flexibility in undertaking the role and will require the post holder to undertake other duties that are compatible with the nature and grade of this post.
H) To contribute towards maintaining Healthwatch Wakefield's commitment to environmental sustainability.
This is not a final and complete statement of the duties attached to this post, which may need to be amended from time to time in accordance with the changing needs of Healthwatch Wakefield.
Healthwatch Administrator
Person Specification
Essential criteria
Relevant administration/business related qualifications or at least two years' equivalent work experience.
Experience of:
· Providing full administration support to an organisation or department.
· Voluntary or paid experience of social media on behalf of an organisation.
· Supporting the planning and management of meetings, events or activities.
· Taking and writing up minutes of meetings.
· Managing diaries.
Skills and Aptitudes
Communication
· An ability to deliver excellent customer service.
· To be able to communicate effectively with people at all levels.
· Excellent listening and interpersonal skills.
Administrative and practical
· Proficient in the use of information technology, including Microsoft Office and social media.
· Excellent organisational skills to manage priorities and meet deadlines.
· Flexible and able to work both independently and as part of a team.
· Excellent numeracy and written communication skills.
Attitude/aptitudes
· A positive, "can do" attitude.
· Committed to equality and diversity.
· Understand the importance of confidentiality.
· Creative, innovative and willing to learn new skills.
· Ability to maintain high standards, through self-evaluation, seeking feedback from others, and self-initiated training and development.
Desirable criteria
· Prior experience of working within health and social care related organisations.
· Previous use of a customer relations management (CRM) database.
Competencies
· Level 1 of the Healthwatch Wakefield competency framework applies to this post.
Healthwatch Wakefield Competency Framework
*Denotes a core competency for all roles
Cluster / Competency / Individual contributors(level 1) / Managers
(level 2) / Senior Leaders
(level 3)
Performance / Accountability* / Takes accountability and ownership. Is positive and proactive. Has a 'can do' attitude. Takes responsibility for own actions. Shows integrity and delivers on commitments. / Takes accountability and ownership. Is positive and proactive. Has a 'can do' attitude. Takes responsibility for own actions. Shows integrity and delivers on commitments. Ensures team members are clear on their role and responsibilities and holds themselves and others accountable for their actions. / Acts as a role model in taking accountability and initiating action. Is positive and proactive. Role models a 'can do' attitude. Has the courage to make bold and timely decisions and take risks. Shows integrity and delivers on commitments. Ensures others are clear on their role and responsibilities and holds themselves and others accountable for their actions.
Delivering performance / Sets high standards for themselves. Consistently delivers high levels of personal performance. Shows determination to achieve results. Shows resilience and persistence to overcome obstacles. Looks for ways to do things more efficiently and make best use of resources. / Sets high standards for themselves and their team(s). Challenges themselves and others to improve their performance. Gives constructive feedback and takes prompt action to tackle poor performance. Shows determination to achieve results. Shows resilience and persistence to overcome obstacles. Drives efficiency and optimises use of resources. / Acts as a role model in setting and delivering high standards. Challenges themselves and others to improve their performance. Gives constructive feedback and takes prompt action to tackle poor performance. Shows determination to achieve results. Shows resilience and persistence to overcome obstacles. Drives efficiency and optimises use of resources.
Alignment and planning / Plans and prioritises own work effectively, focusing their time on activities in line with organisational goals. Sets appropriate and realistic deadlines. Is methodical and accurate with detail. Monitors and tracks performance against plan. Ensures deadlines are met. / Aligns own work and that of their team(s) with the Healthwatch Wakefield vision and strategy. Sets clear priorities and plans to enable achievement of organisational goals. Sets appropriate and realistic deadlines. Monitors and tracks performance against plan. Ensures deadlines are met. / Ensures own work and that of others is aligned with the Healthwatch Wakefield vision and strategy. Sets clear priorities and plans to enable achievement or organisational goals. Sets appropriate and realistic deadlines. Monitors and tracks performance against plans. Ensures deadlines are met.