Community Wellbeing Hubs Administrator

Job overview

The Volunteer & Community Wellbeing Services Team are seeking a versatile individual to provide a warm welcome at Ellen Badger Hospital.

Main duties of the job

The post-holder will provide an effective reception service, welcoming patients and visitors to Ellen Badger Hospital.

They will also support the functions of the purpose-built Community Wellbeing Hubs at Ellen Badger, Stratford Hospital and Lillington Health Hub. to ensure that the Hubs are filled with activities and information to support people at all stages of their healthcare journey. At Ellen Badger the post works alongside the Stour Health & Wellbeing Partnership and volunteers.

The post-holder will mobilise volunteers within the local community, developing volunteering roles to support local health and wellbeing needs.

Assist with the day to day operation of the building by escalating issues and supporting timely resolution with the relevant departments.

Detailed job description and main responsibilities

Meeting, greeting and providing a welcoming reception for all staff, patients and members of the general public visiting Ellen Badger Hospital.

Provide non-clinical advice and information regarding appointments, processes or procedures to patients, visitors, and other members of hospital staff.

Direct patients/clients to the appropriate area as determined by clinical/service appointments. Dealing with personal queries at the reception desk.

Authorised to use the hospital IT system, Lorenzo and Emis to view and retrieve patient information, on behalf of the specified staff, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments and clinics.

Responsible for processing all telephone calls to the hospital and dealing with both internal and Royal Mail postal systems.

To arrange transport for patients, liaising with the ambulance service; to record and monitor any transport problems and negotiate solutions acceptable to patients, staff and the ambulance service.

Coordinate activity and maintain a booking system for Community Wellbeing Hub spaces to maximise activity, ensuring the hub is fully utilised by Stour Health & Wellbeing Partnership at Ellen Badger Hospital as well as , community groups and local charity organisations at all Hubs.

Schedule and coordinate room bookings and social media posts.  Maintain diaries, for effective scheduling to avoid clashes and optimise availability.

Maintain noticeboards and leaflets in the Community Wellbeing Hubs, ensure accessible and comprehensive information and resources are available in a range of formats, as well as effective promotion of activities. Build a network of contacts for local organisations.

Support the facilitation of regular ‘pop up’ events linked to local Trust priorities and national events and initiatives across all sites. Update and maintain a calendar of events for all Hubs.  Keep accurate booking details for invoicing purposes.

Provide an efficient and effective administrative function to support and coordinate the activities of volunteers; ensuring roles, activities and hours are captured on the Volunteer Management Software, Better Impact.

Support and coordinate the activities of volunteering within the Trust and ensure effective promotion of roles to attract and recruit volunteers.

Provide effective recruitment, induction and training for volunteers, ensuring volunteers are fully supported and confident in their roles and are working within the scope of the pre-identified activities.

Support volunteers daily, arrange and facilitate regular meetings with volunteers and maintain good communication.