Application Pack s6

APPLICATION PACK

Healthwatch Administrator

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 [email protected] 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 When shortlisting, we will go through the Our application process is based entirely on specification and look at all the criteria listed the person specification which is contained in to see whether you can show you meet the information about the particular post you them. It is therefore useful to give as much are interested in. It is therefore very information as you can within the space important that you read this document to allocated. For example, if the spec says see how you feel you meet the requirements 'Experience of preparing accounts' please do we feel are needed to enable someone to not just say something like 'I can prepare meet the job profile. accounts' but rather 'I have experience of preparing accounts having been responsible The application form for preparing the books for ABC Community The form has been designed to be as easy to Association for 3 years. This work included complete as possible. Therefore please preparing the budgets, undertaking all the ensure you read all the instructions and bookkeeping, producing regular reports of provide all the information requested. If you our income and expenses against the budget are hand writing the form, please do so in for the management committee, liaison with black ink and write as clearly as possible. the Auditor and presenting the audited accounts to the committee'.Interview Do not include a CV as these will not be The interview is designed to find out how considered as part of the process. each candidate meets the person specification. You will be asked to give a Shortlisting 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 would like to discuss this further please do what documents provide the proof. If you 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 Managers Senior Leaders (level 1) (level 2) (level 3) Performance Accountability* Takes accountability and ownership. Is positive and Takes accountability and Acts as a role model in proactive. Has a 'can do' attitude. Takes ownership. Is positive and taking accountability and responsibility for own actions. Shows integrity and proactive. Has a 'can do' initiating action. Is positive delivers on commitments. attitude. Takes and proactive. Role models responsibility for own a 'can do' attitude. Has the actions. Shows integrity and courage to make bold and delivers on commitments. timely decisions and take Ensures team members are risks. Shows integrity and clear on their role and delivers on commitments. responsibilities and holds Ensures others are clear on themselves and others their role and accountable for their responsibilities and holds actions. themselves and others accountable for their actions.

Delivering Sets high standards for themselves. Consistently Sets high standards for Acts as a role model in performance delivers high levels of personal performance. Shows themselves and their setting and delivering high determination to achieve results. Shows resilience team(s). Challenges standards. Challenges and persistence to overcome obstacles. Looks for themselves and others to themselves and others to ways to do things more efficiently and make best use improve their performance. improve their performance. of resources. Gives constructive feedback Gives constructive feedback and takes prompt action to and takes prompt action to tackle poor performance. tackle poor performance. Shows determination to Shows determination to achieve results. Shows achieve results. Shows resilience and persistence resilience and persistence to overcome obstacles. to overcome obstacles. Drives efficiency and Drives efficiency and optimises use of resources. optimises use of resources. Alignment and Plans and prioritises own work effectively, focusing Aligns own work and that of Ensures own work and that planning their time on activities in line with organisational their team(s) with the of others is aligned with the goals. Sets appropriate and realistic deadlines. Is Healthwatch Wakefield Healthwatch Wakefield methodical and accurate with detail. Monitors and vision and strategy. Sets vision and strategy. Sets tracks performance against plan. Ensures deadlines clear priorities and plans to clear priorities and plans to are met. enable achievement of enable achievement or organisational goals. Sets organisational goals. Sets appropriate and realistic appropriate and realistic deadlines. Monitors and deadlines. Monitors and tracks performance against tracks performance against plan. Ensures deadlines are plans. Ensures deadlines are met. met.

Learning and Is open and flexible to change and new ideas. Is open and flexible to Creates a culture of change Identifies opportunities for improvements within change and new ideas. openness to change, own work area. Shows lateral thinking to solve Identifies opportunities for innovation and learning. problems creatively. Shows commitment to improvements within and Initiates and embraces organisational change initiatives. Is flexible to adapt beyond own work area. change. Identifies to changing circumstances and new ways of doing Shows lateral thinking to opportunities for things. Is keen to learn and grow, actively seeking out solve problems creatively. improvement across the feedback and learning from experience. Shows commitment to organisation. Shows lateral organisational change. Is thinking to solve problems keen to learn and grow, creatively. Is seen as a actively seeking out champion of organisational feedback and learning from change. Focuses on the experience. possibilities afford by change. Is keen to learn and grow, actively seeking out feedback and learning from new experience.

Insight Breadth of Shows interest in the Third Sector. Looks beyond Shows interest in the Third Shows interest in the Third perspective* own role and shows understanding of other parts of Sector and the external Sector and the external Nova. Acts in the interest of Healthwatch Wakefield factors impacting on this. factors impacting on this. as a whole – taking a one organisational perspective. Takes a broad and long- Thinks strategically, looking Understands own role in contributing to term perspective. Shows ahead to the long term. Is organisational success. understanding of other outward focused and sees parts of Healthwatch the bigger picture. Acts in Wakefield and acts in the the interest of Healthwatch interests of Healthwatch Wakefield as a whole, Wakefield as a whole – encouraging others to see taking a one organisational Healthwatch Wakefield as perspective. Understands one organisation and act and emphasises the role of accordingly. Emphasises the themselves and their role of themselves and team(s) in contributing to others in contributing to organisational success. organisational success.

Making effective Analyses effectively and makes balanced and Sees to the core of an issue Fully understands and judgments objective judgments. Asks probing questions and and makes balanced and analyses an issue and makes consults appropriately. Thinks about the equality, objective judgments. Asks balanced and objective financial and broader impact of decisions. Takes into probing questions and judgments. Asks probing account stakeholder needs. Is able to think on their consults appropriately. questions and consults feet and make a quick judgment when needed. Thinks about the equality, appropriately. Thinks about financial and broader the equality, financial and impact of decisions. Takes broader impact of decisions. into account stakeholder Takes into account needs. Is able to think on stakeholder needs. Is able their feet and make prompt to think on their feet and decisions when needed. make prompt decisions when needed. Applying Is knowledgeable and keeps up to date in their area Is knowledgeable and keeps Is knowledgeable and keeps specialist of specialism. Uses expertise to achieve goals. Shares up to date in their area of up to date in their area of knowledge own learning, knowledge and expertise across the specialism. Uses expertise specialism. Thinks both organisation, the Third Sector and wider relevant to achieve goals. Shares tactically and strategically networks. learning, knowledge, about how best to apply expertise across the expertise across the organisation, the Third organisation, the Third Sector and wider relevant Sector and wider relevant network. network.

Engagement Working Develops positive working relationships with internal Develops empowering and Develops empowering and collaboratively* and external customers and stakeholders. Networks enduring working enduring working effectively and show political awareness. Actively relationships with internal relationships with internal seeks to work with a diversity of people, taking into and external customers and and external customers and account people's diverse backgrounds. Is open and stakeholders. Networks stakeholders. Networks respectful when working with others, within and effectively and shows effectively and shows across teams. Demonstrates equality and respect for political awareness. Actively political awareness. Actively diversity. Listens and responds effectively. Shows seeks to work with a seeks to work with a empathy towards others. diversity of people, taking diversity of people, taking into account people's into account peoples diverse backgrounds. diverse backgrounds. Encourages a culture of Inspires a culture of openness and respect openness, transparency and through their own actions. respect through their own Ensures equality and actions. Encourages cross- respect for diversity through team working. Creates a their own actions. Listens culture of equality and and responds effectively. respect for diversity through Shows empathy towards their own actions. Listens others. and responds effectively. Shows empathy toward others.

Communicating Communicates in a confident, clear and engaging Communicates in a Communicates in a and influencing manner. Chooses the appropriate form of confident, clear and confident, clear and communication for a situation. Varies style and engaging manner. Chooses engaging manner with content to suit the audience's needs. Influences the appropriate form of people from all levels and others effectively through the style and content of communication for a backgrounds. Chooses the their communication. Makes a positive and credible situation. Varies style and appropriate form of impression as an advocate of and ambassador for content to suit the communication for a Healthwatch Wakefield and the Third Sector. audience's needs. Makes an situation. Varies style and impact and influences content to suit the others effectively through audience's needs. Makes a the style and content of strong impact on others their communication. effectively through style and Makes a positive and content of their credible impression as an communication. Makes a advocate of and positive and credible ambassador for impression as an advocate Healthwatch Wakefield and of and ambassador for the Third Sector. Healthwatch Wakefield and the Third Sector. Empowering Contributes to and supports the team vision, purpose Takes the lead. Unites the Takes a strong visible lead. leadership and direction. Engages and inspires others. Is team with a clear sense of Sets a clear and compelling comfortable taking a lead when appropriate. purpose and direction. vision and direction. Empowers and motivates others. Acknowledges and Engages and inspires others. Engages and inspires others. celebrates success. Varies leadership style to Varies leadership style to bring out the best in people. bring out the best in people. Empowers and motivates Empowers and motivates others. Creates an others. Creates an environment that environment that encourages others to encourages others to perform at their best. perform at their best. Coaches and develops Coaches and develops others to realise their others to realise their potential. Acknowledges potential. Acknowledges and celebrates success. and celebrates success. Application Form Healthwatch Administrator

Healthwatch Wakefield Limited aims to be an equal opportunities employer and will ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, disability or any other protected characteristic or factor irrelevant to a person's ability to do a job.

Please note: The first three pages of the application form will not be used as part of the shortlisting process.

Address

Postcode

May we call you on this number? Telephone home Yes No

Mobile Yes No

Telephone work Yes No

Please tick the box if you are applying for / would consider job share References Please provide the details of two referees who can comment on your suitability for the post. One referee should be your current employer, or if you are not in employment your most recent employer. If you have not been previously employed give the name of a responsible person who knows you well but is not a relative. References will only be taken up after a conditional job offer has been made and with your knowledge. Referees will be asked to comment on your honesty, professional competence and sickness record.

Position

Address

Telephone

Please say in what capacity you know this person and for how long

Position

Address

Telephone

Please say in what capacity you know this person and for how long

Please confirm with your referees that they are willing/able to supply references before you give their names to us. Reasonable Adjustments The selection process consists of this application form, a test and an interview. Do you need any adjustments in order to be able to participate in the recruitment process? (If so, please specify.)

Further Information If you are shortlisted for interview you may be asked to complete a form declaring any unspent criminal convictions. If your application is successful you may be required to request a Disclosure and Barring Service check. The need for these checks is post dependent. Healthwatch Wakefield Limited will reimburse the cost of this check.

How did you find out about this post or where did you see it advertised?

If you wish to make a complaint about any aspect of this application process, please contact the CEO.

Declaration I declare that the information given on this form is true and correct to the best of my knowledge and belief.

Signature Date Education Please provide details of your education from high/secondary school starting with the most recent.

Name of establishment Dates attended Subjects studied / Qualifications gained from to

Please continue on an additional sheet if required.

Training and Professional Development Please provide details of training you have undertaken starting with the most recent.

Details of training provider Dates Details of training undertaken

Please continue on an additional sheet if required. Employment Experience Please provide details of your employment experience starting with the most recent.

Dates Name of organisation Post held and brief description of responsibilities Reason for from / to leaving

Please continue on an additional sheet if required.

Length of notice or date you could start Community and Voluntary Work Experience Please tell us about any voluntary work experience you have gained, or about your involvement in community and voluntary groups, which is not given on previous pages.

Dates Name of organisation Details of your work / activities / responsibilities from / to Please describe how you meet the person specification for this role. You can use up to 2 sides of A4 and a minimum of size 11 font. Equality Monitoring Form Please tick or if using a computer, double click the box of your choice and select the checked option.

What gender are you? Female Male Prefer not to say

Transgender - is your gender identity different to the sex you were assumed to be at birth? Yes No Prefer not to say

Pregnancy and Maternity I am pregnant I have given birth within the last 26 weeks Not applicable Prefer not to say

What is your age? Under 16 16 - 25 26 - 35 36 - 45 46 – 55 56 - 65 66 – 75 76 - 85 86 + Prefer not to say

What is your sexual orientation? Bisexual (both sexes) Heterosexual/straight (opposite sex) Lesbian/gay woman (same sex) Gay man (same sex) Prefer not to say

Do you consider yourself to belong to any religion? Buddhism Christianity Hinduism Islam Judaism Sikhism No religion Prefer not to say Other (please state)

What is your ethnic background? Asian, or Black, or Mixed/ multiple White Other Asian British Black British Ethnic groups Chinese African Asian & White British Arab Indian Caribbean Black African & White Gypsy/Traveller Other Pakistani Other Black Caribbean & White Irish Other Other Other If any other ethnic background, please state here: Prefer not to say

Do you consider yourself to have a disability? Please tick all that apply Under the Equality Act 2010 a disability is defined as 'a physical, sensory or mental impairment which has, or had a substantial and long-term adverse effect on a person's ability to carry out normal day to day activities'. Long standing illness or health condition e.g. cancer, diabetes, HIV, etc Learning disability/difficulty Mental Health condition Physical or mobility Hearing Visual Other (please state) Prefer not to say Do you look after, or give any help or support to a family member, friend or neighbour because of long term physical disability, mental ill-health or problems related to old age? Yes No Prefer not to say

Thank you